Business Office Manager

JOB SUMMARY

The Business Office Manager is responsible for coordinating and maintaining the business, financial, and administrative functions of the community. This role supports billing, accounts receivable, accounts payable, payroll processing support, employee records, new hire documentation, and administrative compliance. The Business Office Manager serves as a primary point of contact for resident billing inquiries, financial documentation needs, and administrative coordination. The role upholds the values of Home, Care, and Comfort by providing residents, families, and staff with professional, accurate, and respectful service.

PERFORMANCE OBJECTIVES

Billing and Accounts Receivable

• Prepare, process, and distribute monthly resident billing statements.
• Assist residents and families with billing inquiries, payment questions, and account reviews.
• Track payments, post receipts, and maintain accurate account records.
• Coordinate move-in and move-out billing adjustments.
• Assist with collections follow-up in alignment with community policies.

Accounts Payable and Vendor Coordination

• Process vendor invoices and ensure accurate coding and submission
• Maintain vendor files and documentation.
• Communicate with vendors regarding billing, statements, or service confirmations.
• Assist with contract and service agreement organization.

Payroll and Employee Administration

• Assist with payroll processing, time and attendance tracking, and required documentation
• Help ensure employees complete required new hire paperwork.
• Maintain employee records, forms, and compliance documentation.
• Support tracking of licenses, credentials, or documents as required by policy.
• Assist staff with basic payroll or benefit questions and refer as appropriate.

Staff and Culture Support

• Promote a positive work environment built on teamwork, professionalism, and respect.
• Serve as a point of communication for departments, helping relay updates, schedules, or expectations as directed.
• Assist with staffing coordination, communication of schedules, and basic administrative support.
• Provide guidance, information, and support to team members while deferring disciplinary decisions to leadership.

Customer Service and Community Experience

• Support efforts to ensure the community environment is warm, welcoming, and reflective of West St. Paul Opco LLC standards.
• Assist with tours, inquiries, and visitor engagement as directed.
• Assist with phones, reception coverage, and front office duties as needed.
• Support customer satisfaction by responding to inquiries promptly and courteously.

Admissions and Move-In Administrative Support

• Prepare and organize required admission documents and resident files.
• Track completion and submission of required forms and signatures.
• Assist in coordination of move-in communication and documentation.
• Maintain accurate census-related administrative records.

Recordkeeping and Administrative Compliance

• Maintain orderly, confidential, and compliant business and resident records.
• Ensure filing systems, paper and electronic, are organized and up to date.
• Assist with audits, surveys, or inspection preparation as directed.
• Maintain required postings, notices, and administrative materials.

Professional Conduct

• Maintain confidentiality and respect for residents, families, and staff.
• Demonstrate strong customer service, communication, and problem-solving skills.
• Uphold the mission, vision, and values of West St. Paul Opco LLC in all interactions.

Technology and Systems Use

• Use accounting systems for billing and accounts management.
• Use payroll and timekeeping systems for employee data support.
• Use electronic health record systems for census or billing-related details.
• Use communication platforms for administrative coordination.

QUALIFICATIONS

REQUIRED QUALIFICATIONS

• High school diploma or equivalent.
• Strong communication, organization, and relationship-building skills.
• Must be able to read, write, and communicate effectively in English to complete documentation, follow care plans, and communicate with residents, families, and regulatory agencies, unless reasonable accommodation can be made.
• Ability to manage multiple priorities, deadlines, and follow-up tasks.
• Ability to work independently and as part of a team.
• Proficiency with computers and office software.
• Ability to meet the physical demands of the role, including mobility throughout the community.

PREFERRED QUALIFICATIONS

• Experience in senior living, assisted living, memory care, healthcare, or hospitality.
• Experience working with residents, families, or customer-facing environments.
• Experience with billing, payroll support, or accounts receivable processes.

ENVIRONMENT

WORK CONDITIONS

• Works in a resident-centered senior living environment including resident living areas, care spaces, and shared community spaces.
• Experiences moderate activity and noise consistent with a dynamic community setting.
• Primarily working on-site during business hours with flexibility for occasional evenings or weekends based on community needs.
• Uses electronic systems including HR, EHR, EMAR, CRM, and communication platforms.
• Works collaboratively with leadership, residents, families, and staff.

PHYSICAL DEMANDS

• Frequent sitting, walking, standing, filing, and computer work.
• Frequent walking, standing, bending, and movement throughout the community.
• Routine use of hands and fingers for documentation and equipment handling.
• Occasional lifting or movement of items up to 25 pounds.