Viva Senior Living | Memory Care Community
Are you an organized, people-focused professional who enjoys making a difference behind the scenes? At Viva Senior Living, the Business Office Manager plays an important role in keeping our community running smoothly while supporting our residents, families, and team members.
This is more than an administrative position—it’s an opportunity to be a trusted resource for employees, residents, families, and leadership while helping create a warm, welcoming, and compassionate community.
As our Business Office Manager, you’ll be responsible for a variety of business, human resources, payroll, recruiting, and administrative functions, including:
- Serve as a key liaison between the community, Home Office, Human Resources, and Accounting teams.
- Maintain accurate resident records, emergency contact information, and important community documentation.
- Process daily bank deposits and maintain resident fund accounts.
- Assist with administrative functions and data entry within PCC, as directed by the Executive Director.
- Prepare reports, correspondence, memos, and other documents as needed.
- Manage petty cash reimbursements, invoices, receipts, household account documentation, and supply orders.
- Maintain confidentiality of resident, employee, and business information.
- Supervise, coach, and support the Receptionist.
- Help maintain a welcoming, organized, and positive environment for residents, families, and team members.
- Serve as a primary HR liaison for the community and support leadership with employee relations matters.
- Partner with the Executive Director and HR team on employee-related issues, benefits, and HR initiatives.
- Maintain accurate and confidential employee files, including I-9s, new hire paperwork, performance documentation, and disciplinary records.
- Coordinate and track new-hire orientation and onboarding.
- Assist employees with internal transfers and promotional opportunities.
- Support Workers’ Compensation processes in partnership with Risk Management.
- Help ensure HR policies and procedures are consistently followed.
- Help lead the community’s recruiting and staffing process.
- Open and manage requisitions for available positions.
- Monitor candidate activity and screen resumes on a regular basis.
- Share qualified candidates with hiring managers and assist with coordinating interviews.
- Support the offer and selection process while ensuring consistent, job-related screening practices.
- Coordinate pre-employment requirements, including background checks, drug screening, reference checks, motor vehicle checks, and other required screenings.
- Advertise open positions through appropriate recruiting channels.
- Build relationships with local organizations and community partners to help attract qualified candidates.
- Support internal transfers, promotions, and transfers between communities.
- Help managers and supervisors navigate the hiring process and recruiting challenges.
- Prepare and review bi-weekly payroll for accuracy.
- Assist employees and managers with payroll-related questions and concerns.
- Support accounting processes and communicate necessary information to Home Office.
- Ensure required reports, invoices, reimbursements, and documentation are submitted accurately and on time.
We’re looking for someone who is organized, dependable, compassionate, professional, and comfortable wearing many hats.
The ideal candidate will have:
- High school diploma or GED required.
- Strong organizational and time-management skills.
- Excellent written and verbal communication skills.
- Ability to read, write, speak, and understand English.
- Strong attention to detail and ability to maintain accurate records.
- Ability to handle confidential information with professionalism and discretion.
- Ability to work effectively with residents, families, employees, department leaders, and corporate partners.
- Strong interpersonal skills and the ability to build positive working relationships.
- Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
- Previous experience in human resources, payroll, recruiting, business administration, senior living, healthcare, or a related field is a plus.
The Business Office Manager is a vital part of our community leadership team. Your work helps ensure our employees have the support they need, our administrative processes run efficiently, and our residents and families receive the compassionate service they deserve.
You’ll have the opportunity to make a meaningful impact every day—both through your administrative expertise and through the relationships you build with the people who call our community home.
At Viva Senior Living, we believe every resident deserves to be treated with dignity, compassion, respect, and kindness. The Business Office Manager helps foster an environment where residents and families feel valued, supported, and cared for.
This position is expected to:
- Protect resident privacy and confidentiality, including Protected Health Information (PHI).
- Report suspected abuse, neglect, exploitation, mistreatment, or misappropriation of resident property.
- Follow all applicable federal, state, and local regulations and community policies.
- Participate in required training, emergency drills, and life-safety activities.
- Support emergency preparedness and resident evacuation procedures when needed.
- Report workplace injuries, illnesses, exposures, and safety concerns appropriately.
- Ability to move throughout the community during the workday.
- Ability to work with elderly, disabled, emotionally upset, or occasionally agitated residents.
- Ability to cope with the mental and emotional demands of the position.
- Ability to push, pull, move, or carry up to 25 pounds and assist with resident evacuation during an emergency when necessary.
- Ability to see and hear adequately, with or without reasonable assistive devices.
- Must meet applicable facility health requirements, including annual TB screening and required medical/physical examinations.
- Must be willing to work assigned shifts and, when necessary, respond during emergency situations such as severe weather, evacuation, or temporary staffing shortages.
If you’re a people person who is organized, resourceful, and passionate about supporting both employees and seniors, we’d love to hear from you!
Join Viva Senior Living and help us create a community where residents feel at home, families feel supported, and employees feel valued.
