Manager of the Business Office Full-Time

Job Description

Job Description

Description:

The Manager of the Business Office provides oversight of community business office, resident financial, and administrative functions. This position is responsible for coordinating resident billing and accounts receivable activities, accounts payable and invoice processing, payer and insurance coordination, census and resident status tracking, deposits and financial documentation, purchasing processes, and related administrative systems.

The Manager works closely with Corporate Finance, community leadership, residents, responsible parties, vendors, and external agencies to ensure accurate, timely, and compliant financial and administrative processes. The position exercises independent judgment in resolving resident account and operational issues, interpreting financial information, coordinating processes across departments, and implementing established systems and procedures that support the financial and operational performance of the community.

Essential Functions

• Oversees community business office operations, coordinating resident financial services, administrative processes, financial documentation, and related activities in accordance with company policies, internal controls, and established procedures.
• Coordinates resident billing and accounts receivable activities, including maintaining accurate resident accounts, entering applicable charges in Matrix, reviewing statements, researching discrepancies, supporting collections, and meeting with residents or responsible parties to explain charges and account activity.
• Coordinates payer and insurance processes, including payer verification, documentation, long-term care insurance claims, communication with insurance carriers, research of delayed or denied claims, and assistance to residents and families in navigating applicable benefits and reimbursement processes.
• Partners with Corporate Finance on financial operations, including billing requirements, accounts receivable, accounts payable, reconciliations, financial reporting, claims and payment inquiries, and resolution of financial issues. Maintains accurate records and follows established financial controls and segregation-of-duties requirements.
• Coordinates accounts payable and purchasing processes, including reviewing and coding invoices, processing SmartPO transactions, preparing and tracking check requests, coordinating departmental approvals, and ensuring invoices and supporting documentation are submitted timely and in accordance with established budget guidelines.
• Manages community cash and deposit activities, including petty cash, resident collections, receipts, and RTF and operating deposits, ensuring funds and supporting documentation are accurately recorded, secured, and processed according to established financial procedures.
• Maintains accurate census and resident status information, collaborating with Admissions, nursing, and other departments to track resident movement, hospitalizations, and status changes and ensuring required documentation is completed to support accurate records and billing.
• Maintains effective administrative systems and records, serving as a resource for applicable business and purchasing systems, supporting department leaders with administrative processes and reporting, and identifying opportunities to improve efficiency, accuracy, and service.
• Complies with all company policies, procedures, and applicable laws, including HIPAA and the Code of Conduct, completing required training and reporting concerns promptly.?
• This position is designated as essential to the operations of the organization. Team members in this role may be required to report to work during emergencies, inclement weather, or other situations when the organization remains operational.

Physical Demands:

• Frequently required to use hands and fingers to operate office equipment (e.g. keyboard, mouse, phone).
• Frequently required to communicate clearly and effectively, both in writing and verbally.
• Frequently required to concentrate on tasks involving moderate to fine detail with some to constant interruption.
• Occasionally required to stand, walk, bend, or reach during filing or office activities.
• Occasionally required to lift or carry items up to 15 lbs. (e.g. office supplies, small packages).
• Visual acuity required to read printed and digital documents.
• Must be able to respond to urgent finance matters via phone or on-site after hours.

Reasonable accommodations may be made to enable individuals with ADA eligible disabilities to perform the essential functions.

Work Environment:

• Frequently works indoors in a climate-controlled professional office setting.
• Frequently exposed to standard office noise such as phone conversations, printers, and background chatter.
• Occasionally experiences interruptions and shifting priorities in a fast-paced work environment.
• Occasionally exposed to dust, odors, or minimal outdoor conditions.

Requirements:

Qualification Requirements:

• Bachelor’s degree in business administration, accounting, finance, or related field (or equivalent combination of education and relevant experience). 
• 3–5+ years of progressive experience in business office operations, accounting, finance, billing, healthcare administration, or a related field. 
• Demonstrated experience with accounts receivable, accounts payable, billing, collections, financial recordkeeping, or related business office functions. 
• Demonstrated ability to independently research and resolve financial, billing, payer, or administrative issues.
• Experience working with confidential financial, resident, employee, or operational information.
• Proficiency with Microsoft Office applications, particularly Excel, Outlook, Word, and Teams, and the ability to learn and effectively use business and financial systems. 
• Strong financial acumen and analytical skills.

Preferred Qualifications :

• Experience in senior living, skilled nursing, healthcare, or another service-oriented environment.
• Experience with resident billing, healthcare insurance, long-term care insurance, payer verification, claims processing, or collections.
• Experience with Matrix, SmartPO, or comparable billing, purchasing, or financial systems.
• Experience partnering with a centralized or Corporate Finance/Accounting department in a multi-site organization.

Knowledge, Skills and Abilities:

• Strong knowledge of business office and financial operations, including accounts receivable, accounts payable, resident billing, collections, deposits, purchasing, and financial recordkeeping.
• Working knowledge of healthcare and senior living payer processes, including insurance verification, long-term care insurance, claims, reimbursements, and other payer sources affecting resident accounts.
• Strong analytical and problem-solving skills with the ability to research discrepancies, interpret financial information, identify trends, and resolve issues using sound judgment.
• Strong organizational and time-management skills with the ability to manage multiple financial, administrative, and operational priorities while meeting established deadlines.
• Ability to exercise independent judgment and discretion when handling resident accounts, financial information, vendor matters, and sensitive or confidential situations.
• Strong communication and interpersonal skills with the ability to clearly explain financial information and interact professionally with residents, families, team members, Corporate Finance, vendors, and external agencies.
• Proficiency with Microsoft Office and business systems, including the ability to navigate multiple software platforms, learn new technology, and maintain accurate electronic records.
• Ability to collaborate across departments and organizational levels while maintaining appropriate financial controls, confidentiality, accountability, and compliance with established policies and procedures.