Job details
Job Type Full-time
Full Job Description
JOB DESCRIPTION
Business Office Manager
Position Title: Business Office Manager
Department: General & Administrative
Exempt Status: Exempt
Supervisor: Executive Director
GENERAL SUMMARY:
Provide Human Resources and Financial Support to the Community and the Executive Director. This person is a key member of the Community’s management team adhering to policies and procedures and upholding the Community’s mission, philosophy, values and Company’s vision, principles and Hospitality Promises.
ESSENTIAL JOB FUNCTIONS:
Resident-Related Financial Functions:
- Attend and interact in community Round Table meetings to obtain knowledge about resident census activity (move-ins, move-outs, transfers and deaths).
- Acquire copies of Residency Agreements and Resident Handbook. Review and become knowledgeable with the community services provided.
- Report census changes (move-ins, move-outs, transfers and deaths) to Community Accounting department following their standard procedure.
- Process and deposit resident rent payments daily, manage resident ACH payments and send listing and backup to Community Accounting department daily.
- Obtain ancillary resident charges from service points in the community (front desk, salon, dining room, etc.) and email to Community Accounting department following their standard procedure.
- When applicable, coordinate with government agencies for billing resident rents. Monitor and track amount owed.
- Publish and distribute rent increase notices to residents.
- Review billing statements prior to distribution, including final accounting for residents upon death or move out.
- Respond to resident and resident’s Power of Attorney regarding billing and financial inquiries.
- Run accounts receivable aging report weekly and make collection efforts on delinquent resident accounts according to the Accounts Receivable Collections policy.
- Supports creating a culture where the business decisions made in this position, along with individual employee engagement, drive top-line revenue and occupancy.
Accounts Payable Functions:
- Serves as resource for community department directors on the chart of accounts, invoice coding, approval process and deadlines following the standard procedure.
- Oversees the function of routing accounts payable invoices for approval (from the time the invoice arrives in the mail).
- Reconciles the credit card log to invoice. Verifies that all credit card receipts are accounted and submits documents to Community Accounting department for replenishment of the balance as needed.
- Reviews employee expense reports for accuracy and completeness.
- Uploads coded invoices (including employee expense reports) and completes data entry in Yardi daily.
- Assists the Executive Director on selecting vendors’ invoices for payment for weekly check run.
- Responds to vendor payment inquiries.
Payroll and Human Resources Functions:
- May supervise the Front Desk (less than two full time/equivalent receptionist and /or concierges). Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and hiring; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees.
- Run payroll variance, 7-minute, overtime, and birthday and anniversary reports. Analyze and submit for supervisory review once variances are approved by department managers. Ensure payroll accuracy and compliance with policies and procedures.
- Review all timecards for accuracy before submitting payroll. Ensure all time edit data entries are accompanied by the completed time edit sheets. (Signed/dated by both the employee and supervisor).
- Respond to employee questions concerning wages, benefits, etc.
- Ensure work-related injuries are reported and investigated in a timely manner.
Cash functions, miscellaneous:
- Coordinate archiving of community records.
- Ensure that LCS Connect is utilized frequently to obtain the most current forms and updated policies and procedures.
- Assist Executive Director with annual budgeting process.
- Assist Executive Director with monthly financial review if needed.
- Assist with Corporate inquiries.
HOSPITALITY FOCUS:
The Freedom Square of Seminole fully embraces a culture of hospitality. To that end, we include the following hospitality promises as a guide for our interpersonal interactions with residents, co-workers, and guests:
- We greet residents, employees and guests warmly, by name and with a smile.
- We treat everyone with courteous respect.
- We strive to anticipate resident, employee and guest needs and act accordingly.
- We listen and respond enthusiastically in a timely manner.
- We hold ourselves and one another accountable.
- We embrace and value our differences.
- We make residents, employees and guests feel important.
- We ask “Is there anything else I can do for you?”
- We maintain high levels of professionalism, both in conduct and appearance, at all times.
- We pay attention to details.
WELLNESS FOCUS:
The Freedom Square of Seminole employees are expected to promote a healthy community culture for all residents and employees. This is a whole-person approach to health and wellness which includes eight dimensions of wellness: Emotional, Environmental, Health Services, Intellectual, Physical, Social, Spiritual and Vocational. Through these efforts we can ensure and exceed residents’ wellness needs relating to their mind, body and soul, which may also have a positive effect on the employees, as a result.
QUALIFICATIONS:
- Proficiency in the English language enabling the employee to read, write, comprehend, and communicate simple instructions, correspondence, memos, etc.
- Must possess high level of proficiency with Microsoft Office Suite products
- Ability to type 40 or more words per minute.
- Must demonstrate excellent telephone communication skills.
- Ability to prepare accurate and timely reports to meet required deadlines.
- Ability to train small to medium sized groups of employees.
- Good communication skills (oral and written)
- Good inter-department communication and teamwork skills.
- Ability to plan and organize meetings and events.
- Ability to maintain confidentiality of employee, resident, vendor, and company records and data.
- Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
- Ability to compute simple math, including units of American money.
- Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
- Ability to deal with problems involving few concrete variables in standardized situations.
- Ability to multi-task, balance team and individual responsibilities, and respond promptly to resident and visitor needs.
PHYSICAL REQUIREMENTS/WORKING CONDITIONS:
Tools, equipment, machines used on the job:
- Personal computer
- General office equipment: printer, scanner, fax machine, copier, telephone
Physical activities of the position:
- Lifts and carries up to 50 lbs. with assistance occasionally.
- Pushes and pulls up to 50 lbs. with assistance occasionally.
- Climbs, reaches, bends and twists occasionally.
- Reaches, bends and twists occasionally.
- Talks and listens occasionally.
- Sits, stands and walks frequently.
Physical Requirements of the job:
- Sedentary work – exerts up to 10 lbs. of force occasionally, and /or up to 20 lbs. of force occasionally and/or up to 20 lbs. of force occasionally to move objects.
Location: 7800 Liberty Lane
Job Type: Full-time
