Job description

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The Business Office Manager Specialist will be responsible for the oversight and support of all business and office management functions of the Business Office Manager (BOM) of the community.

Responsibilities include but are not limited to:

· Training: Assisting in BOM orientation, onboarding and ongoing training and development

· Daily/weekly communication with the CHRO regarding ongoing issues/concerns/updates at the community level

· Distribution of updates via email/phone calls/community visits to the BOMs

· Community coverage for BOM vacancy assistance both on site and via zoom as assigned

· Assist in audits of the communities to include review of employee and resident files, AP, AR, Payroll and office management

· ADP compliance

· Training compliance

· Assist when needed in month-end closing at the community level

· Training/On-boarding of BOMs

· Training/On-boarding of EDS as it relates to the BOM role.

The following responsibilities will be assigned as necessary:

Resident and A/R related duties:

BOM specialist will communicate, support and follow-up with the BOM on the following tasks:

• Resident Billing
• Produce and mail resident invoices by the 20th of each month
• Send rent increase and Level of Care change notifications in compliance with resident agreement notification periods
• Cash Receipts

o Deposit rent checks within 24 hours of receipt and input into accounting system within 24 hours of deposit

o Maintain copy of deposit receipts and checks for each deposit (60 days)

o Monitor accounts receivable and communicate past due accounts with Executive Director

o Apply late fees as appropriate

• Lease Summary, Move-In/Move-Out Report, Average Residency

o Maintain and update with each change

• Resident surveys

o Mail to families and residents according to schedules

Payables:

BOM Specialist will communicate, support and follow-up with the BOM on the following tasks;

• Accounts Payable

o Create POs

o Code invoices

o Obtain necessary approvals from the Executive Director and applicable Department Heads, and forward to Corporate Office at least once a week (best practice is daily)

o Maintain vendor contracts and files

Personnel:

BOM Specialist will communicate, support and follow-up with the BOM on the following tasks:

• Order/process background checks, compile test results and advise when applicant has successfully completed pre-hire process
• Process new hire paperwork and ensure accuracy and completeness
• Train/onboard and orient BOMS to Human Capital Management system with ADP.
• Work with Department Heads to identify open positions, advertise and interview potential candidates.
• When needed deliver New Hire orientation for all new hires in accordance with State regulations and Harmony Senior Services policies and procedures
• Assist with ADP payroll when/where needed
• Resident business files and personnel files

o Assist in maintaining the following; update resident and employee files according to state, federal and Corporate guidelines

o Review and Audit files as assigned to ensure accuracy after initial set-up

Administration:

BOM Specialists will communicate, support and follow-up with the BOM on the following tasks;

• Maintain office equipment in good working order; maintain and supervise office supply inventory
• Maintain state registration and inspection forms and reports
• Assist Department Heads with ordering supplies and inventory
• Create temporary employee badges and order permanent badge, swipe card (if appropriate), business cards (if appropriate)
• Ensure OSHA compliance completing required forms as applicable

Customer Service

BOM Specialist will communicate, support and follow-up with the BOM on the following tasks:

• Provide superior customer service when interacting with residents, families, visitors, and associates

Requirements:

• AA Degree preferred in accounting or business, or equivalent experience
• Three plus years’ experience working in Accounts Payable/Receivables
• Three plus years’ experience working in Human Resources/Benefits administration
• Excellent organizational, interpersonal, and communication skills
• Demonstrated ability to use accounting software programs and Microsoft Office
• Must be able to lift, carry, and push up to 25lbs
• Demonstrated ability to meet project deadlines
• Ability to analyze reports and identify issues that could affect day to day business operations
• Excellent customer service skills

Ability to travel to communities on a regular basis, to include overnight stays.

Job Type: Full-time

Pay: From $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Healthinsurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• Accounts payable: 3 years (Preferred)

Willingness to travel:

• 75% (Preferred)

Work Location: On the road

Job Types: Full-time, Part-time

Pay: $17.00 - $19.00 per hour

Benefits:

• Professional development assistance
• Tuition reimbursement

Schedule:

• Day shift

Ability to commute/relocate:

• Taylorsville, NC 28681: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

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