Business Office Coordinator

Business Office Coordinator

Thief River Care Center - Thief River Falls, MN
Full-Time | 32 Hours per Week | Hourly, Non-Exempt

Thief River Care Center is seeking an organized, detail-oriented Business Office Coordinator to serve as our primary on-site business office lead. This position supports accurate, timely financial operations while providing courteous, professional assistance to residents, families, staff, and vendors.

Reporting to the Controller II, the Business Office Coordinator works closely with the Administrator and corporate finance and revenue cycle teams to coordinate resident billing, payments, deposits, accounts payable, and business office workflows.

Key Responsibilities

Business Office Operations

• Serve as the primary point of contact for daily care center business office operations.
• Maintain organized, accurate financial records and supporting documentation.
• Help department leaders understand financial processes, deadlines, and documentation requirements.
• Identify opportunities to improve efficiency, timeliness, and customer service.

Resident Billing, Payments, and Deposits

• Coordinate resident billing activities with the Revenue Cycle Associate.
• Communicate census changes, payer changes, leaves of absence, and other resident status updates to support accurate billing.
• Process resident payments and enter and reconcile daily deposits.
• Ensure payments are properly recorded and transmitted.
• Prepare and distribute resident statements.
• Assist residents and families with billing questions, account inquiries, and payment processes.
• Monitor accounts receivable and follow up on past-due balances in partnership with leadership and corporate teams.
• Provide accurate information to support account reconciliation and collection efforts.

Accounts Payable and Vendor Coordination

• Collect, review, scan, and route invoices for approval according to company policies and deadlines.
• Follow up with department leaders on missing documentation or approvals.
• Verify proof of service, approvals, and proper coding before payment processing.
• Work with vendors and internal departments to resolve invoice questions or discrepancies.
• Review payable reports and registers for accuracy and completeness.

Fixed Assets and Financial Documentation

• Maintain documentation for fixed assets and capital purchases.
• Support accurate recording of asset additions, disposals, and transfers according to company policy.

Confidentiality, Compliance, and Teamwork

• Protect confidential resident and employee financial information.
• Follow internal controls, company policies, and documentation requirements.
• Promptly report discrepancies, financial risks, or process concerns to the Administrator and corporate finance partners.
• Provide timely, accurate business office information to support leadership decisions.
• Contribute to team initiatives and continuous improvement.

Required Qualifications

• High school diploma or GED.
• At least two years of experience in a business office, administrative, accounting support, billing, or revenue cycle role.
• Experience in healthcare, long-term care, assisted living, or senior services.
• Proficiency in Microsoft Office and accounting software.
• Strong organizational skills, attention to detail, and the ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to interpret and apply Generally Accepted Accounting Principles (GAAP) and state reimbursement rules.
• Effective written and verbal communication skills.
• Ability to work professionally with staff, residents, families, vendors, and regulators.

Preferred Qualifications

• Associate degree in Business Administration, Accounting, Finance, Healthcare Administration, or a related field, or equivalent work experience.
• Experience with accounts payable, resident billing, payroll support, or revenue cycle processes.
• Experience with an electronic accounting system or similar financial software.
• Experience assisting residents and families with billing or financial questions.
• Business office experience in long-term care.

Work Environment and Physical Requirements

This position works in an office within the care center, with regular interaction with staff, residents, and families. Duties involve frequent sitting and computer use, occasional standing and walking, and occasional lifting or carrying of files, reports, or supplies weighing up to 25 pounds.

Our Mission and Values

Our mission is expressing Christ's love by providing care that values every human life.

We are guided by:

• Integrity: Adhering to high principles and professional standards.
• Commitment: Dedicating ourselves to those we serve.
• Respect: Treating others with compassion and dignity.
• Excellence: Bringing our best to the work we do.
• Service: Contributing to the well-being of others.
• Stewardship: Wisely managing the resources entrusted to us.

If you enjoy working with numbers, helping people, and keeping business operations organized, we encourage you to apply and join the Thief River Care Center team!

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.