Job Overview
The Business Office Coordinator (BOC) is responsible for overseeing all administrative and financial operations, including resident billing, accounts receivable, payroll, and overall financial reporting. This involves ensuring compliance with regulations, maintaining accurate financial records and providing excellent customer service to the residents and their families. The BOC supports the corporate office by overseeing all Human Resource procedures and ensuring the community remains compliant with federal, state and local government policies. The Business Office Coordinator assists in coordinating office services, records control, marketing, and special projects; organizes and administers the business and administrative office; and contributes to effective communication and pleasant working conditions.
Essential Functions
- Support the mission, vision, and culture of the organization through positive communication and leadership.
- Contribute to Community relationships by demonstrating cooperation and professional conduct with residents, families, fellow associates, physicians, pharmacies and other vendors or persons.
- Contribute to the team effort by being flexible in work assignments; by providing support; by taking initiative; and by understanding how this position affects and complements all other Community positions.
- Able to maintain a work pace appropriate to the given workload.
- Perform activities on schedule while maintaining regular attendance and punctuality within specified tolerances.
- Provide for the safety and security of associates; may be the community Safety Officer.
- Responsible for maintaining all safety manuals and report up to date and in compliance with OSHA.
- Ensure that all on-the-job injuries/illness are properly reported and documented no later than 24 hours from the incident.
- Coordinate with department heads to allow injured workers to return to modified duty within the ordered restrictions when appropriate or ensure a doctor's release is obtained before returning to full duty; maintain the OSHA 300 and 300A logs.
- Utilize Payroll reporting tools to manage the accuracy of associate information and performance evaluation due dates.
- Update associate information in the Payroll system and personnel file.
- Prepare Time Sheet Reports for payroll; edit daily time entries; ensure accuracy of bi-weekly payroll. Responsible for submitting payroll on time.
- Expected to respond to email and other communications no later than 24 hours (business days).
HR Responsibilities
- Responsible for monitoring community turnover and hiring accordingly.
- Responsible for hiring and onboarding new hires, including processing i9 (on start day) and Employee Personnel checklist within the first 10 days of the employee start date.
- Prepare new hire paperwork, employee status changes, employee exit paperwork, and leave of absence requests for submission to home office Human Resources.
- Provide New Hire Orientation and training to all new employees on their first day. Participate in New Hire Orientation program and other regular associate meetings or functions.
- Coordinate staff and management meetings, as well as employee celebrations.
- Provide training for new employees and current staff as needed.
- Responsible for having an updated and accurate i9 binder.
- Responsible for maintaining all confidential employee information in the correct area.
- Must keep all employee files and confidential information folders under lock and key at all times.
- Supervise administrative staff where applicable; ensure they follow company policies and procedures when managing their respective teams.
- Provide performance feedback both informally and formally; recognize appropriate and inappropriate behaviors and performance (provide rewards and discipline).
- Assign work among subordinates according to their teams and responsibilities.
- Screen and address associate complaints and grievances in accordance with the company’s Problem Resolution Procedure.
- Partner with Corporate HR as needed.
- Order all state and company required pre-employment screening, such as drug tests, physicals, fingerprint clearances and/or background checks.
- Ensure all results are within state and/or company standards.
- Respond to Unemployment Insurance claims in a timely manner; represent company at unemployment Insurance appeals hearings as needed.
- Conduct monthly benefit orientations; proof benefit enrollment forms and send to corporate Human Resources team; ensure all eligible associates have completed enrollment/declination forms.
- Provide training to department heads and act as a consultant regarding Human Resources policies.
- Make recommendations regarding terminations to department heads based on policies; ensure termination policies are followed by contacting Regional HR Director; conduct termination meetings.
- Make sure to have a witness present during any disciplinary conversation.
- Ensure that all HR processes, procedures and paperwork comply with federal, state and local guidelines.
Accounting Responsibilities
- Process all accounts payable invoices and submit them to the home office routinely.
- Prepare daily bank deposits, deposit to bank and e-mail deposit records to home office.
- Prepare and/or forward all resident forms related to the accounting department to the home office.
- Daily maintain accuracy of Community Rent Roll.
- Assist with resident billing.
- Make collection calls on past due accounts; maintain collection logs/records; follow up on past due accounts in a timely manner; prepare accounts for submittial to collection agencies.
- Assist with preparation of new residents' move-in paperwork, resident status changes, and move-out paperwork and forward these documents to the home office.
- Prepare monthly printed Spend-Down Reports for department heads.
- Maintain and communicate to corporate Community census data.
- Support month-end closing procedures.
- Analyze monthly operations statements for the Executive Director and department heads.
- Handle or refer resident billing inquiries as appropriate.
Added Responsibilities
- Respond appropriately to changes in the work setting.
- Perform other related assignments as required.
- Be ready and available to support staff when and as needed.
- Responsible for taking action on any workplace complaint and conducting workplace investigations as necessary.
- Assist the Executive Director with completion of documents, correspondence and special projects as needed.
- Conduct tours.
- Be familiar with company Policies & Procedures Manual and Employee Handbook.
- Maintain the accuracy of the community operations computer database with associate and resident information as assigned.
- Maintain effective communication with staff, respecting each employee.
Accountabilities
- Act on constructive feedback by listening to supervisors, customers and peers and use it to improve performance.
- Maintain confidentiality of resident, employee, and community information.
- Respect Residents' Rights.
- Demonstrate a positive attitude and the ability to work well with all people, particularly the elderly.
- Promote positive work environment that emphasizes teamwork.
- Demonstrate willingness to help other staff whenever needed. .
Job Specific Requirements
- Three or more years’ experience in office management, including bookkeeping and human resources responsibilities.
- Possess excellent communication skills, diplomacy, superior time management and organizational skills.
- Must have competence in Microsoft Word, Excel and Outlook and the ability to adapt and learn company-specific software programs.
- Experience in Human Resources is a plus.
- May be required to hold valid First Aid Certification and valid Driver’s License in good standing.
- Must be available for weekend coverage and all emergency situations on a rotating basis.
Effort (Physical Requirements)
- Mental alertness, attention, and concentration for prolonged period of time.
- Must be able to understand and carry out instructions (written, oral or diagrammatic).
- Must be able to conduct business and conversations in different kinds of settings.
- Adapt to situations requiring the precise attainment of set limits, tolerances, or standards.
- Regularly required to sit for long periods of time and talk or listen.
- Able to stand, stoop and bend frequently, lift up to 20 pounds and push up to 40 pounds. Failure to use proper safety equipment will result in disciplinary action and grounds for termination. Also, must have the ability to talk, hear, sit, use hands and fingers, handle/feel objects, tools or controls, and reach with hands and arms.
- Specific vision requirements for this job include close vision, depth perception, and the ability to adjust the focus of the eyes.
- Possess adequate physical stamina to move freely about the community and assist residents where needed, including in emergency situations.
The physical demands described must be met by every associate. Reasonable accommodations may be considered to enable individuals with disabilities to perform essential job functions.
Working Conditions
- Must be willing and able to work required and scheduled shifts, including evenings, weekends, overtime, and holidays.
- The noise level in the work environment is usually moderate to noisy.
Company Name
While our company name and branding are being updated, our commitment to excellence, innovation, and employee success remains unchanged. Company details will be shared with qualified candidates during the interview process.
Pay: Up to $40,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
