Business Office Coordinator

Elmcroft | Eclipse Senior Living - Knoxville, TN

Position Summary

Provides coordination of the business affairs of the community and the daily operation of the office by providing administrative support to the Executive Director and other department leaders. Ensures a great first impression to all residents, families and visitors who come into the community.

Essential Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Greets visitors and families at the door, directs them to where they need to go.
Takes inquiry information and then let the Executive Director or Sales Director know that an inquiry is waiting.
Answers questions and assists residents as needed throughout the day. Solves problems as they arise.
Answers the telephone in a timely and professional manner. Takes and delivers messages for those department heads who are unavailable to take the call. Takes non- emergency messages for staff to return on their break.
Ensures cleanliness of the community entryway, foyer, sitting area and visitor restrooms.
Assists in dining room with meal service for those meals that occur during shift, which may include set-up of dining room, delivering meals, refilling drinks, clearing plates, and clean-up, as assigned.
Receives, sorts, and delivers mail to residents and staff.
Assists Healthy Lifestyles Director as needed to set up for an activity.
Driving for community business purposes including but not limited to, driving for sales calls/trips, marketing trips, visiting residents outside of the community, attending funerals for residents, assessing a potential or current resident at home, a hospital, a rehabilitation facility, a skilled nursing facility or a competitors community, attending training or providing coverage for another associate at another community, attending industry association meetings, attending off-site company meetings, and going to the store to purchase items for the community.
Maintain Resident files, ensuring all required paperwork is in order for state regulatory compliance.
Utilizes the companys time and labor tools to process and validate staffing and payroll data.
Maintains resident apartment and phone listing.
Oversee the Care Connect program in conjunction with the Executive Director
to ensure each new resident makes a happy, healthy transition to the community.
Weekly review of assessment report in partnership with the Resident Services Director to ensure accuracy of the level of care.
Demonstrates ability to handle several tasks at the same time while maintaining a calm, professional and efficient demeanor.
Performs a variety of administrative duties as assigned, which may include some of the following duties:

Maintains book of doctors appointments and transportation schedules.
Assist with Resident billing data entry.
Reviews all new hire paperwork with associates to ensure that their files are complete and that they are fully oriented to their new job and surroundings.
Maintains Associate personnel files, including but not limited to, ensuring all required paperwork is completed.
Facilitates and processes Associate-related paperwork, including remaining compliant with associate personnel records, as necessary.
Maintains Associate training hours, to assure all associates are trained the appropriate number of hours according to state regulations. Informs Executive Director of those associates who are due for additional training to maintain compliance with state.
Assists with any assigned administrative duties including accounts payables which may include: maintaining AP filing system, invoice approval and workflow; maintain the - spend down spreadsheet; facilitate check requests, the completion and submission of PCard expense reports.
Assists with any assigned administrative duties including account receivables which may include: maintaining the billing spreadsheet to track adjustments, move-ins and move outs; processing ancillary tracking forms and direct debit forms; oversight of anniversary increases on resident lease agreements; familiarity with the Aging report.

Is fully knowledgeable of the fire evacuation and disaster policy of the community and participates as assigned in fire and disaster drills.
Demonstrates an understanding of compliance and ethics program policies and procedures.
Completes all mandatory compliance, HIPAA and state and federal regulatory training as required.
Maintains appropriate degree of confidentiality.
Performs other duties as assigned and which relate to the success of Elmcroft and the Care, Comfort, and Happiness of our residents.


Education: High school diploma or general education degree (GED); or one to three years related experience and/or training; or equivalent combination of education and experience. Must be 21 years of age and in possession of a valid state drivers license.
Have and maintain clean driving record
Travel may be required as needed

Brand: Elmcroft
Address: 8024 Gleason Drive Knoxville, TN - 37919
Property Description: Elmcroft of West Knoxville
Property Number: 142-2072