Business Operations Manager

4 weeks ago

Chesapeake, Virginia, United States Harmony Senior Services Full time
Business Office Manager

At Harmony Senior Services, we are seeking a highly organized and detail-oriented Business Office Manager to join our team. As a key member of our community, you will be responsible for overseeing all business and office management functions.

Responsibilities:
  • Resident and A/R related duties:
    • Resident Billing: Produce and mail resident invoices by the 20th of each month, and send rent increase and Level of Care change notifications in compliance with resident agreement notification periods.
    • Cash Receipts: Deposit rent checks within 24 hours of receipt and input into accounting system within 24 hours of deposit, maintain copy of deposit receipts and checks for each deposit, monitor accounts receivable and communicate past due accounts with Executive Director, and apply late fees as appropriate.
  • Cash Receipts:
    • Accounts Payable: Code invoices, obtain necessary approvals from the Executive Director and applicable Department Heads, and forward to corporate office every Friday, maintain vendor contracts and files, and update and distribute declining balance spend-down sheets to the appropriate Department Heads at least weekly.
    • Petty Cash: Monitor and balance.
  • Personnel:
    • Order background checks, compile test results, and advise when applicant has successfully completed pre-hire process, process new hire paperwork and ensure accuracy and completeness, work with Department Heads to identify open positions, advertise and interview potential candidates if appropriate, initiate and track FMLA absences (FMLA, ADA) working with Human Resource Department, assist with employee relations and progressive counseling as needed, oversee Worker's Compensation forms and process for the community, provide all departments with personnel forms and/or packets, and deliver New Hire orientation for all new hires in accordance with State regulations and Harmony Senior Services policies and procedures.
    • Payroll:
      • Check payroll weekly to ensure no missed punches and correct as needed, bi-weekly transmittal of payroll data to payroll servicer, daily update of Hourly Budget/Actual Staffing Summary (Daily Staffing Report), and time clock administration.
    • Employee Benefits/Support:
      • Work with Benefits Coordinator to administer all benefits as applicable per team member's status, order employee name tags (temporary and permanent), order employee uniform (Healthcare and Housekeeping), track information for TB updates and Hepatitis B vaccine, and create, maintain, and update resident and employee files according to state, federal and corporate guidelines.
    • Administration:
      • 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, and provide superior customer service when interacting with residents, families, visitors, and staff.
    Requirements:
    • AA Degree preferred in accounting or business, or equivalent experience.
    • Three years' experience working in Accounts Payable/Receivable.
    • Three 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.

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