Job Description:

JOB DESCRIPTION

Job Title: Business Office Manager, Memory Care
Supervisor: Executive Director and Residents Account Director (*Dual Reporting Structure)
FLSA Status: Hourly, non-exempt
Date Approved: December 2019
OVERALL JOB PURPOSE
Assists in the administrative operation of the community to ensure the community is operating in an efficient manner under the direction of the Executive Director. Daily tasks would consist of rent collection, new leases signings and renewals, maintaining files and accurate paperwork in compliance with Sunshine Retirement Living processes as well as state and federal regulations, and general administrative office duties. Assists with answering phones and assisting residents, family members, and prospective residents or other guests as needed. Regularly consults with dual-reporting supervisors and the BOM Training Manual to meet operational expectations.
MINIMUM JOB QUALIFICATIONS AND REQUIREMENTS
Must be 21 years of agePrior management or administrative assistant experience of 1 year preferredGeneral knowledge of residential / property management laws / guidelinesAccounting or bookkeeping experience preferredTimekeeping and staff supervision preferredDemonstrated ability to communicate effectively (in English), both verbally and in writing, with residents and staffMeet state related requirements (if applicable to position)Ability to work in a team setting and be a team playerMaintain a positive, respectful, and professional approach with coworkers and residentsPossess efficient and effective organizational skillsPossess excellent customer service and public-relation skillsAbility to work under time constraints with little supervision and meet department deadlinesComputer and software proficiency such as Microsoft Word, Excel, and Outlook are preferred
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
Perform effective administrative support for the community, including Resident Accounts, Accounts Payable, Human Resources, Payroll, and Office Management.Resident Accounts:Track all community accounting changes and appropriate documentation, including move-ins, move-outs, credits, proposed rate adjustment, and other related changes or corrections. Prepare and record all statements for the community, enroll residents in autopay, and assist in collection process with past due accounts. Ensure resident and payment documents are filed and stored appropriately and submitted in a timely manner.Accounts Payable:Manage invoice lifecycle daily and weekly by providing incoming invoices to the appropriate department head, ensuring that the invoice has been properly coded in a timely manner by the department head or Executive Director, and regularly submitting the correctly coded invoice to AP for payment. At the direction of the ED, manage reconciliation of the monthly P-card statement including tracking receipts and verifying proper coding.Human Resources:Conduct employee training programs such as new hire orientation, maintains employee personnel files, and completes New Hire and Termination paperwork in a timely manner. Facilitates enrollment and completion of required company training programs. Along with the Executive Director, manages employee work injuries to ensure all forms are completed thoroughly and submitted in a timely manner. Works directly with the HR team to communicate HR issues or concerns.Payroll:Manage employee timesheets including reviewing daily for missed punches and submitting on time for payroll processing.Office Management:Assist the Executive Director with the completion of documents, correspondence, and special projects as needed. Politely assists residents as necessary or assures other appropriate employees do so and maintains Resident and Guest Register. Monitors fax machine, directing incoming communications to appropriate person. Maintains favorable relations with Community Support office staff, residents, and vendors by responding to questions/requests in a timely manner. Performs simple, routine maintenance of office equipment.Monitor the community to ensure that it remains safe, secure, and well-maintained.Notifies maintenance of resident requests; may perform simple housekeeping-related duties as necessary when maintenance and/or housekeeping is unavailable.Monitors resident call and exit alarm system and responds as necessary.Performs clerical duties as directed.Maintains inventory control system for all office supplies and notifies Supervisor of upcoming supply orders.Represents the Community to visitors in professional, courteous, friendly manner.Oversee community in conjunction with management team in absence of Executive Director. May act as MOD in rotation with community management with possible weekend shifts.Performs other duties as assigned by Executive Director or Regional staff.
OTHER JOB DUTIES AND RESPONSIBILITIES
Perform all work assigned for the agreed-upon salary, accepting no additional payment or non-perishable gifts from residents, vendors, Community Management, or othersMeet the assigned work requirements of the job. Regular attendance is requiredServe as a role model for all employees by displaying a responsible, cooperative, and positive attitude.May attend training or provide coverage in other locations.Represent the Community in a professional, courteous, and friendly mannerAdhere to dress/appearance code. Changes in attire may be dictated by special occasion or weather conditions. If you have questions, check with your supervisorAdhere to and follow company policies, procedures, and standardsPromote resident advocacy and demonstrate excellent customer service at all timesMaintain personnel, resident and business proprietary and/or confidential matters/material in strict confidence with management of the company (and/or other company staff as needed)
PHYSICAL REQUIREMENTS

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
OSHA Category II: Potential Exposure to Bloodborne Pathogens.

20% or less

20% to 40%

40% to 60%

60% to 80%

80% to 100%

Stand

X

Walk

X

Sit

X

Pushing, pulling and/or reaching

X

Grasping and fine manipulation

X

Climb or balance

X

Stoop, kneel, crouch, or crawl

X

Talk or hear

X

Taste or smell

X

Lifts Weight or Exerts Force

20% or less

20% to 40%

40% to 60%

60% to 80%

80% to 100%

Up to 10 pounds

X

Up to 25 pounds

X

Up to 50 pounds

X

Up to 100 pounds

X

More than 100 pounds

X

The Community reserves the right to revise the duties set forth in this job description at its discretion.

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