Business Office Manager

2 months ago

Huntsville, United States Regency Retirement Village of Huntsville Full time
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

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