Community Relations and Business Office Coordinator

Job Description

Job Description

Position Overview

The Community Relations & Business Office Coordinator provides administrative, sales, marketing, and business-office support to the Community Relations Director and Business Office Manager at CuraVistas Highline.

This position helps ensure that prospective residents and families receive timely, professional service throughout the inquiry and move-in process. The Coordinator also assists with resident accounts, employee records, payroll preparation, accounts payable, office organization, and other administrative responsibilities.

The ideal candidate is organized, dependable, compassionate, detail-oriented, and comfortable balancing multiple priorities. This position requires teamwork, discretion, excellent communication, and a willingness to assist wherever needed.

Essential Job Functions

Community Relations and Marketing Support

• Assist the Community Relations Director with inquiries, tours, follow-up, deposits, move-ins, and community outreach.

• Answer inquiry calls and respond promptly and professionally to prospective residents, families, hospitals, referral partners, and other community contacts.

• Conduct community tours when requested and properly trained.

• Maintain current knowledge of apartment availability, community services, rates, amenities, and general admission requirements.

• Enter and update leads, referral sources, appointments, tours, follow-up activities, and move-in information in the lead-management database.

• Assist with gathering and organizing required move-in documents, disclosures, financial paperwork, and residency agreements.

• Help coordinate communication regarding upcoming move-ins, move-outs, transfers, apartment changes, and availability.

• Assist with preparing apartments and welcome materials for new residents.

• Support internal and external marketing events, educational presentations, open houses, referral visits, and community outreach.

• Help prepare flyers, brochures, social-media content, advertisements, correspondence, and other marketing materials.

• Make outreach and follow-up calls as directed by the Community Relations Director.

• Build positive relationships with prospective residents, families, current residents, referral partners, and community professionals.

• Demonstrate a sense of urgency and consistent follow-through regarding occupancy goals.

• Maintain the confidentiality of prospect, resident, and financial information.

• Attend daily stand-up and other meetings as requested.

Business Office Support

• Provide administrative support to the Business Office Manager.

• Assist with resident account documentation, billing records, payment information, statements, deposits, and account updates as assigned.

• Assist with accounts receivable follow-up under the direction of the Business Office Manager.

• Help process invoices, organize accounts-payable documentation, and maintain supporting records.

• Assist with payroll preparation, timecard review, attendance records, and employee documentation.

• Support employee onboarding by gathering required forms, credentials, background-check documentation, and training records.

• Maintain organized and confidential employee and resident files.

• Assist with reviewing documents for completeness and following up on missing information.

• Prepare reports, spreadsheets, letters, notices, and other correspondence.

• Assist with office supply ordering, filing, copying, scanning, and general office organization.

• Follow all internal financial controls and obtain required approval before processing payments, making account changes, or handling confidential financial information.

• Immediately report suspected errors, discrepancies, fraud, or misuse of resident or company funds to the appropriate supervisor.

Customer Service and Team Support

• Provide excellent customer service to residents, families, employees, vendors, referral partners, and visitors.

• Promote a person-centered, elder-directed culture of caring.

• Treat all residents with dignity, compassion, respect, and patience.

• Maintain a professional, welcoming, and helpful presence within the community.

• Work collaboratively with leadership and all departments.

• Assist with community events, resident activities, front-desk coverage, and other operational needs when requested.

• Complete reasonable assignments given by the Community Relations Director, Business Office Manager, Executive Director, and all other Directors.

• Seek additional work from a supervisor when regular assignments are completed.

• Model CuraVistas Highline Senior Living’s leadership values and standards of conduct.

Resident Rights and Confidentiality

• Understand and comply with all applicable resident-rights requirements.

• Protect the privacy and confidentiality of residents, families, employees, and prospective residents.

• Follow HIPAA requirements and company policies when handling or discussing confidential information.

• Never discuss one resident, employee, or applicant with another resident, unauthorized employee, visitor, or outside party.

• Conduct confidential conversations in an appropriate private location.

Additional Responsibilities

• Follow and communicate company policies and procedures.

• Participate in required meetings, training, and in-service education.

• Maintain regular, reliable, and punctual attendance.

• Report concerns, incidents, complaints, and potential policy violations promptly.

• Perform other duties as assigned.

Qualifications and Education Requirements

• High school diploma or equivalent required; associate or bachelor’s degree in business, communications, marketing, healthcare administration, or a related field preferred.

• Previous administrative, sales, marketing, customer-service, human-resources, payroll, or business-office experience preferred.

• Senior living, assisted living, healthcare, or residential-care experience preferred.

• Compassion for and a desire to work with older adults.

• Excellent customer-service, communication, and interpersonal skills.

• Strong organizational skills and attention to detail.

• Ability to manage multiple responsibilities and changing priorities.

• Ability to work independently while remaining accountable to supervising department leaders.

• Dependable, self-motivated, professional, and team-oriented.

• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, databases, and general office technology.

• Ability to communicate effectively with residents, families, prospective residents, employees, vendors, referral partners, and the public.

• Ability to appropriately handle confidential resident, employee, financial, and health information.

• Must meet all applicable health requirements, including tuberculosis screening.

• Must successfully complete all required background checks.

• Valid driver’s license and reliable transportation required.

• Must be able to perform the essential job functions with or without reasonable accommodation.

Schedule and Employment Classification

• Regular schedule may include occasional evening or weekend hours for tours, events, move-ins, or other community needs.

• Overtime or work outside the assigned schedule must receive advance approval from the employee’s supervisor, except in an emergency.