Business Office Manager

Business Office ManagerThe Business Office Manager (BOM) in an independent living, assisted living and/or memory care facility serves as the operational backbone of the community, directing all non-clinical administrative, financial, and human resource systems. This leadership role ensures regulatory compliance, financial efficiency, and a supportive environment for residents with cognitive and physical care needs. The Business Office Manager manages the day-to-day business and administrative functions of the senior living community. Reporting directly to the Executive Director or Arbor Administrator, this position coordinates financial billing, facility payroll, and human resource management. The BOM acts as a crucial liaison between the corporate office, facility staff, residents, and their families.Essential Duties and Job ResponsibilitiesGenerate monthly private pay invoices, track statements, and secure timely collections.Coordinate Medicaid pending applications and complete complex monthly submissions to third-party or state reimbursement programs.Oversee the verification, processing, and recording of incoming vendor invoices.Maintain meticulous records, count cash collections, and execute verified bank deposits.Direct and audit individual Resident Trust Accounts under strict regulatory guidelines.Assist the executive leadership with daily census balancing and month-end close activities.Maintain or oversee payroll to include maintenance of employee records, processing timecards, paychecks, computation of federal and state payroll taxes, and miscellaneous deductions as directed.Train and manage front desk concierges, clerical specialists, and weekend receptionists.Input data into computer networks, maintaining up-to-date physical and digital resident portfolios.Serve as a compassionate point of contact for prospective families, visitors, and specialized memory care vendors.Collaborate on local health inspections, facility state licensure renewals, and adherence to Residents' Rights policies.Processing payroll status changes for job changes, rate changes, and terminations as directed by the Administrator.Administer Final Pay requests according to state guidelines.Managing employee time and attendance records.Maintaining schedules and schedule changes determined by your organization.Administer employee change requests.Responsible for onboarding new hires: completing background checks, licensure check, TB, Hep B, CPR Card and other required signed policies and forms.Maintaining employee personnel files, ensuring accuracy and compliance: including running background checks, obtaining updated licensure, CPR Card, TB, and Hep B before documents expire.Assisting with recruitment efforts, communicate openings to TA Department, and attend interviews.Administering new hire orientations and onboarding processes.Assisting with employee relations and conflict resolution.Answering employee questions about HR policies and procedures.Providing information and support to employees regarding benefits programs.Assisting with Benefits Enrollment and Open Enrollment.Maintaining records related to employee benefits.Ensuring compliance with all applicable federal, state, and local laws and regulations.Maintaining records in accordance with HIPAA guidelines.Participating in audits of HR and payroll records.Answering phones and managing correspondence.Filling and maintaining HR documents.Assists with other special projects and/or tasks as required.Other duties as assigned.