Our Company
Allegro is a respected leader in the senior living industry, actively engaged in ownership, operations, design, development and property management services for multiple luxury brands throughout the US, with corporate headquarters located in St. Louis, MO.
Our Community
At Allegro in Tampa, you’ll discover the joys of inspired senior living. We care a lot about the people we serve. So we work hard to help you continue to enjoy friends, family, hobbies, and to provide all the little things that make your life meaningful and unique. Our warm, comforting and engaging environment will delight you every day. Demand the best for the rest of your life. Live the Inspired Life at Allegro.
The primary responsibility of the Assistant Business Office Manager (ABOM) will be the duties of the Receptionist. (See Receptionist job description.) In addition to the Receptionist duties, the ABOM is responsible for supporting the Business Office Manager (BOM) in coordinating and performing office functions.
Accounting Areas of Responsibility as Assigned by the BOM May Include the Following:
- Process and manage resident accounts. Post resident payments daily onto the resident’s account, prepare deposits (balance cash to posting journal and bank deposits), take deposits to the bank daily, scan and send copies of deposit slips to St. Louis, assess monthly charges and generate statements. Collect all fees.
- Account for move-in, move-out, transfer, charges and collections. Collect, compute and enter charges. Send out resident billings. Process refunds and correspondence related to refunds. Charge guest meals, tray service, escort services, additional laundry, and maintenance requests to resident, enter rate changes and verify accuracy of all charges on resident’s account.
- Oversee guest/associate meal program, tracking cash and preparing deposit to reconcile to daily receipts. Work closely with Dining Services Director to ensure accuracy of monies collected, deposited and coded into computer. Complete weekly and monthly reports for guest/associate meal activity.
- Maintain the Community’s petty cash funds according to Company policies and procedures.
- Train Department Heads in the use of the purchase order system, receive invoices and ensure accuracy of purchase order invoices and goods purchased.
Human Resources Areas of Responsibility as Assigned by the BOM May Include the Following:
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- Support Human Resources functions if the Community does not have a Human Resources Director – the functions are listed in detail below.
- Assist BOM with associate recruitment process.
- Manage and ensure adherence to the on-boarding process by advising management regarding reference checks, background checks, sex offender checks, and drug testing, etc.
- Process new hire paperwork. Input information into the payroll system; process changes and terminations.
- Conduct and coordinate New Hire Orientation for new associates.
- Create and maintain personnel records including vacation, sick leave and personal leave records (i.e., FMLA, PLOA, and Worker Compensation).
- Create and maintain current associate records for verification of completed mandatory training and in-service requirements. Ensure training documentation is survey ready at all times.
- Create and maintain associate personnel files.
- Train new managers in the use of the time and attendance system.
- Compute hours from associate time cards, time sheets and from time clock system. Audit the information and enter into time and attendance system.
- Maintain and complete Community Corrective Action Log on a quarterly basis.
- Maintain and complete the OSHA 300 Log on an annual basis.
- Manage and monitor Workers Compensation claims and assist in closing open claims. Champion for the Light Duty program (Return to Work).
- Maintain associate communication bulletin boards ensuring that appropriate labor posters are posted; current, neat and legally compliant.
- Follow Company policies and procedures. Assure Policy and Procedures Manual and Forms Manual are current. Participate in the development and updating of Business Office and Front Desk policies.
- Maintain all resident files, emergency call lists (resident and associate) and all records required by the Company, federal, state and local jurisdictions.
Operational Areas of Responsibility as Assigned by the BOM May Include the Following:
- Provide administrative, marketing and operational support as needed.
- Assist Receptionists by answering telephone calls and transferring to proper department, taking messages when necessary.
- Oversee the processing, sorting and distribution of incoming mail.
- Order, maintain, and store all administrative supplies and equipment.
- Train Receptionists on the resident emergency call system and the daily IL resident Wellbeing Check-in program; monitoring daily reports of IL residents not checked in or visually seen before a specific time, making verbal or visual contact with those residents and reporting the status of IL residents to ED or designee.
- Train Receptionists in work order entry process using the Company work order system; creating and monitoring work orders as assigned.
- Assist in operating within the Community’s budget guidelines.
- Maintain professional standards of personal appearance and grooming, which include wearing proper attire and name tag when on duty, and coach Receptionists to meet this same standard.
- Attend and participate in all meetings and training as required by Company policy and the BOM.
- Be constantly watchful of signs that residents are not able to function independently or a change in resident’s behavior. Report all signs to the BOM following Company policies and procedures.
- Report any and all deferred maintenance, vandalism or hazardous situations to the BOM as discovered and take appropriate action as necessary.
- Ensure understanding of and compliance with all regulations regarding residents’ rights.
- Maintain confidentiality of all pertinent resident, associate, Community or Company information deemed as such.
- Other duties as assigned.
Qualifications
Special Requirements/Certifications:
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- Must be a minimum of 18 years of age. State specific guidelines may apply.
- High school diploma or equivalent.
- Minimum of one (1) year office-related experience preferred.
- Must possess basic math skills.
- Working knowledge of and comfort with Microsoft Office programs including Word, Excel and Outlook is required.
- Must have working knowledge of office equipment (i.e. copier, fax, scanner, calculator, etc.).
- Strong organization/planning, verbal/written, multi-tasking and time management skills are vital.
- Must possess attention to detail, demonstrated decision making, self-motivation and team work skills.
- Must have a positive Criminal Background Screening.
- Must pass a physical having no signs or symptoms of a communicable disease including tuberculosis where required. Freedom from tuberculosis must be documented on an annual basis where required.
- The Community is a drug free workplace; associates are subject to adherence to the Company Drug Free Workplace policy.
Allegro is an EOE (Equal Opportunity Employer) and drug-free workplace.
