Business Office Manager

Regency Senior Living is a Non-Mandate Company

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Overview:

The Office Manager assists all Directors with certain aspects of daily facility operations. The Office Manager co-ordinates the facility expenses and revenue with the Executive Director.

Duties and Responsibilities:

Receptionist/Concierge

• Answers main switchboard. Relays calls and messages.

• Greets visitors and gives directions.

• Documents all work orders to the Maintenance Director.

Human Resources

• Processes all employees in and out of the payroll system.

• Enters all hourly employees into the payroll hand punch system.

• Maintains hand punch system and employee hours to ensure hours are correct.

• Processes payroll on a bi-weekly basis.

• Enters all pay raises and maintains employee personnel files in payroll system.

• Assures complete and current personnel paperwork is on file for all staff.

• Maintains and updates Employee Handbook for salaried and hourly employees.

• Maintains all paperwork required for hiring and firing employees.

• Runs all background checks required by the State of Alabama for all staff.

• Assists with all ninety day and annual appraisals for employees.

• Reports all staff grievances or concerns in a timely manner to the Executive Director

• Ensures all employees have and wear their name badges

• Ensures all employees have up-to-date TB skin tests and flu shots.

• Informs all employees of available benefits.

• Processes any Workmen's Compensation claims.

• Distributes payroll checks.

Bookkeeping/Administration

• Responsible for completion of monthly Rent Roll Summary

• Responsible for completion of monthly Census reports.

• Assures residents' monthly invoices are accurate, and distributed in a timely manner.

• Receives and records residents' monthly rent payments.

• Submits monthly billing for Choices residents.

• Tracks all Choices payments. Follows up on rejected billing.

• Tracks all receivables and sends out collection letters when payments are late.

• Manages the petty cash account.

• Manages the residents' petty cash accounts.

• Orders all office supplies

• Prepares weekly invoices to be sent to Head Office via FedEx.

Marketing

• May conduct professional tours of facility and provide information regarding scope of services and associated fees.

• Maintains all copies of original residential paperwork required by the Marketing Director for admitting a new resident.

• Sends all documentation to Head Office regarding residents moving in or out.

Resident Care:

• Assures complete and current paperwork is on file for all residents.

• Assists residents with inquiries

• Listens to residents' comments (good or bad).

• Takes meal orders for residents' guests and gives to Dietary.

• Assists residents when needed.

• Reserves guest rooms when needed

Required skills, education and experience for Office Manager:

• Associates Degree or higher.

• Experience pertaining to the job description is preferred.

• Must have the ability to maintain effective working relationships with other co-workers and relate well with authority figures.

• Must be passionate about seniors

• Able to work with seniors ranging from independent to those requiring assistance with physical and cognitive impairments.

• Requires frequent sitting, standing, bending, reaching, stooping, twisting, pushing, and walking.

• Must present a neat, clean, and professional appearance and demonstrate a positive and cheerful attitude towards other associates and residents and their families

• Must understand that they are subject to exposure to hazardous chemicals and infectious substances.

• During winter weather may be exposed to inclement conditions.