Company Overview
We are a privately held company based in Florida, dedicated to providing innovative housing solutions for seniors. We specialize in Independent Living, Assisted Living, Memory Care, and Skilled Nursing, ensuring that our residents enjoy warm and comfortable accommodations where they can thrive.
Summary
The Business Office Manager is responsible for overseeing all administrative and financial functions of the assisted living community, including billing, accounts payable/receivable, payroll support, census tracking, and recordkeeping. This role also supports human resources processes and serves as the primary liaison for residents, families, and staff regarding financial and administrative inquiries. Success in this role is demonstrated by accurate reporting, compliance with internal policies and regulatory standards, and consistent, responsive support to the Executive Director and community staff.
Essential Duties and Responsibilities
- Maintain accurate financial and administrative records, including accounts receivable/payable, resident billing, deposit tracking, census data, and HR files.
- Prepare reports, admissions logs, and other operational documentation as required by policy and leadership.
- Process payroll support functions; track employee hours and benefits-related data in compliance with state/federal regulations.
- Maintain organized records for residents and employees, including contact lists, forms, rosters, and correspondence.
- Receive, distribute, and file mail and documentation for residents, staff, and leadership.
- Answer and direct incoming calls in a courteous, professional manner; assist residents, families, and staff as needed.
- Complete assigned typing and data entry at a minimum of 45 words per minute with accuracy.
- Assist the Executive Director with administrative support, special projects, reporting, and compliance activities.
- Ensure timely and accurate completion of forms, reports, and required documentation.
- Monitor and maintain accurate deposit records; verify deposit slips against receipts and update AR reports.
- Support compliance with privacy laws and internal confidentiality policies regarding resident and employee information.
- Maintain a welcoming and service-oriented office environment that reflects warmth, professionalism, and respect.
- Respond to and/or escalate difficult situations involving residents, families, or staff as appropriate.
- Cross-train and provide backup support for other administrative functions such as payroll or purchasing.
- Assist with inventory tracking, supply management, and coordination with vendors as needed.
- Identify and correct data entry errors in accordance with procedures.
- Support emergency response efforts including CPR if trained, and recognize urgent resident needs.
- Follow established policies, including attendance, dress code, and safety protocols.
- Report any safety, infection control, or policy violations to the appropriate personnel.
- Perform other related duties as assigned.
Education and Experience
- High school diploma or equivalent required.
- Post-secondary coursework in accounting, payroll, or business administration preferred.
- Minimum two (2) years of administrative or office management experience, preferably in a healthcare or senior living setting.
Knowledge, Skills, and Abilities
- Strong knowledge of accounts receivable, billing, payroll, and financial systems.
- Proficiency in Microsoft Excel, Word, and Windows-based reporting systems.
- Knowledge of federal and state payroll and employment regulations.
- Exceptional written, oral, and interpersonal communication skills.
- Demonstrated professionalism, discretion, and ability to maintain confidentiality.
- Strong organizational and time management skills with attention to detail.
- Ability to analyze data, solve problems, and manage multiple tasks under deadlines.
- CPR certification or willingness to obtain.
- Ability to lift up to 25 pounds and perform light physical tasks as required.
Work Environment / Physical Demands
This position operates primarily in an office setting within the facility but requires regular movement throughout resident care areas. The role involves periods of sitting, standing, walking, bending, stooping, kneeling, crouching, and occasional overhead lifting. Must be able to lift, push, pull, or carry up to 25 pounds unassisted. May be exposed to infectious waste, diseases, and conditions including AIDS, Hepatitis B, Coronavirus, and Tuberculosis, as well as dust, cleaning chemicals, and other air contaminants. May also encounter residents, family members, or visitors who are upset or emotional. Must meet facility health requirements, be able to assist with resident evacuation in emergencies, and work beyond normal hours, including weekends, holidays, and during emergencies as needed.
Job Type: Full-time
Application Question(s):
- Do you have experience with accounting, payroll, or business administration?
- Do you have two (2) years of administrative or office management experience?
Education:
- High school or equivalent (Required)
Experience:
- administrative or office management: 2 years (Required)
- Accounts payable/ Accounts Receivables : 1 year (Required)
- working in Healthcare or Senior Living: 1 year (Required)
Work Location: In person
