Business Office Manager

Job Description

Job Description

Eden Vista Beachwood is an industry-leading assisted living community in the heart of Beachwood, OH. Our campus allows each resident to enjoy life to the fullest with the peace of mind that our care team is always there to support them when needed. We cultivate a culture and home-like environment to attract the best healthcare professionals and caregivers to ensure that each resident is treated like family.

Eden Vista Beachwood is a proud member of the Vista Senior Living Management network, where compassionate care meets exceptional living. Spanning communities across multiple states, Vista Senior Living specializes in Assisted Living and Memory Care services. Our dedicated team ensures a nurturing environment where seniors thrive and find joy in every moment.

Position: Business Office Manager

This is a highly visible, hands-on role supporting our Executive Director and our residents. The Business Office Manager keeps the front of the house running smoothly, blending business office, human resources, and concierge responsibilities into one position. You are often the first person a resident, family member, or applicant sees, and the person the Executive Director relies on to keep the details in order.

We are looking for someone versatile. The right candidate will bring a blend of business office management, payroll and HR administration, private pay billing, and front desk experience, with room to grow as the role develops.

Business Office Responsibilities:

• Maintain resident and business office files with accuracy and confidentiality.

• Assist in answering resident billing questions and maintain the ancillary charge worksheet on a weekly basis.

• Ensure move-in deposits and rents are deposited in a timely manner.

• Send monthly delinquent notices and follow established collection guidelines.

• Process resident lease renewal letters.

• Ensure accounts payable procedures are processed timely and accurately.

• Monitor and record petty cash disbursements and reconcile to replenish.

• Ensure that all proprietary, financial, and resident information is kept confidential.

• Maintain basic working knowledge of computer software and internet applications.

Daily Business Office Tasks:

• Run the daily action summary to capture admissions, discharges, and any other resident changes; review, sign off, and file per policy.

• Update the running rent roll to reflect any changes.

• New admissions – work with the Executive Director and sales team to ensure the contract is signed and the correct rate is entered into the resident billing system.

• Clear the accounts receivable dashboard.

• Clear voicemails and return all phone calls; document customer service calls and the follow-up action to be taken.

• Make a deposit for any amount received over $500 and maintain the cash tracker with the corresponding batch, saving copies of the deposit per policy.

Routine Business Office Tasks:

• Review the aging report and track payments not received. Private payments not received by the 5th of the month require an initial collection call; document the call and information gathered.

• Inform the Executive Director immediately of all late payments.

• Meet weekly to review unpaid balances and develop a plan for collection. Balances not paid within 30 days are reported to the Regional Director of Operations and the Director of Revenue.

• Meet monthly to confirm correct Level of Care charges and any changes to POA contact information, using the rent roll and resident profile information.

• Ensure a verification sheet, signed by the Executive Director, is maintained in the trust petty cash box, and that cash reconciles to the amount recorded in the system throughout the month.

Month End Tasks:

• Work with the AR team to prepare the community for close.

• Prepare and mail private pay statements between the 24th and 27th of each month; verify statements are sent to the correct POA, family member, or directly to the resident.

• Follow up on outstanding claims and balances to ensure they are resolved.

Human Resources Tasks:

• Support interviewing, hiring, onboarding, and the new hire orientation experience.

• Complete all new hire documentation and on-boarding processes.

• Complete payroll on a bi-monthly basis (willing to train).

• Maintain employee files on an ongoing basis, ensuring documents are placed correctly, and update terminated employee files.

• Maintain an understanding of credentials, licenses, certifications, evaluations, and federal and state regulations concerning employment.

• Enter and verify data in electronic databases.

• Assist with employee relations, recruitment, staffing, and customer service operations.

• Assist with corrective actions, terminations, dispute resolution, and investigations as needed.

• Working knowledge of FMLA and workers’ compensation preferred, not required – willing to train.

• Complete special HR projects as assigned.

Front Desk & Concierge Responsibilities:

• Greet residents, families, visitors, and vendors warmly and professionally – you set the tone for the community.

• Answer and direct incoming calls, take accurate messages, and follow up on requests.

• Manage the visitor sign-in process and maintain front desk sign-in logs.

• Assist residents and families with questions, scheduling, and general requests, escalating to the appropriate department when needed.

• Maintain a tidy, welcoming lobby and front desk area.

• Support the Executive Director with calendars, meeting coordination, correspondence, and general administrative tasks.

• Performs other duties as assigned.

Are you:

• Organized – you keep multiple deadlines, files, and follow-ups straight without being reminded.

• Discreet – you understand that resident financial information and employee records stay confidential.

• Warm and customer service orientated, with a genuine heart for seniors and their families.

• Comfortable wearing several hats in a single day, from billing to payroll to welcoming a tour at the front desk.

• Able to communicate well in both verbal and written forms.

• A natural problem solver who handles everyday challenges with a smile.

• Committed to interacting professionally and with care toward residents, families, and other staff.

Requirements:

• Must have office management experience in senior living, assisted living, or healthcare setting strongly preferred.

• Experience with private pay billing, collections, and accounts receivable preferred.

• Payroll processing experience preferred; willing to train the right candidate.

• Human resources experience including onboarding, employee files, and employee relations preferred.

• Comfortable with computer software, electronic health record and billing systems, and Microsoft Office.

• Front desk, reception, or concierge experience is a plus.

• Able to pass a background check and any pre-employment screening required by state regulation.