Job Description
Position Title: Business Office Director
Department: Administration
Supervised By: Executive Director
Location: Santee, Ca
Status: Exempt/Salary
Posted:
Closing Date: Until Filled
Compensation: $81,000-$90,000/Annual/DOE
Hours: Vary depending on need
General Statement of Responsibilities:
The Business Office Director is responsible for the overall leadership, management, accuracy, organization, and effectiveness of the community's business office operations. This position oversees key financial and administrative functions including resident billing and collections, accounts receivable, accounts payable, banking and cash management, account reconciliation, payroll coordination, employee administrative records, vendor documentation, business licenses and permits, move-in administration, and month-end financial processes.
The Business Office Director serves as a primary point of contact for residents and their families regarding billing, account, contract, and other business-office matters and works closely with the Executive Director, accounting, Human Resources, and department leaders to ensure accurate financial records, effective internal controls, timely completion of administrative responsibilities, and compliance with company policies and applicable federal, state, and local requirements.
The Business Office Director provides leadership and supervision to assigned business office, administrative, Move-In Coordinator, and front desk personnel and is expected to maintain a high level of confidentiality, professionalism, accuracy, responsiveness, accountability, and customer service.
Specific Duties and Responsibilities:
- Oversees resident billing and accounts receivable processes to ensure statements are accurate, complete, and issued timely.
- Reviews resident accounts and aging reports regularly and ensures appropriate and timely collection efforts are completed on outstanding balances.
- Ensures resident rates, fees, level-of-care charges, ancillary charges, credits, and other applicable charges are accurately reflected in resident accounts.
- Coordinates with appropriate departments to verify that changes in resident services and levels of care are communicated and accurately reflected in billing.
- Posts and records resident payments and other cash receipts accurately and timely.
- Maintains accurate resident census and demographic information for billing and financial reporting purposes.
- Performs and/or oversees account reconciliations and researches and resolves discrepancies.
- Maintains documentation of approved rate changes, concessions, credits, discounts and other adjustments so there is a clear audit trail.
- Responds professionally and timely to resident and family questions regarding statements, balances, payments, charges, and other account-related matters.
- Supports move-out financial processes, including final billing, credits, refunds, and account reconciliation as applicable.
- Monitors accounts receivable performance and communicates significant delinquencies, collection concerns, or account discrepancies to the Executive Director and accounting as appropriate.
- Oversees daily banking activities, including account monitoring, deposits, cash management, and other banking transactions within the scope of the position.
- Ensures deposits are prepared, documented, and completed accurately and timely in accordance with established internal controls.
- Completes and/or oversees weekly bank reconciliations to ensure banking activity is accurately reflected in the community's financial records.
- Researches and resolves banking discrepancies in coordination with accounting and management.
- Maintains appropriate supporting documentation for deposits, banking transactions, reconciliations, and cash activity.
- Ensures appropriate safeguards and internal controls are maintained for cash receipts, deposits, checks, and other financial transactions.
- Promptly reports unusual transactions, discrepancies, or potential financial irregularities to the Executive Director and appropriate accounting leadership.
- Oversees accounts payable functions, including invoice review, coding, approval routing, payment processing, vendor account reconciliation, and related documentation.
- Reviews invoices and supporting documentation for accuracy, appropriate authorization, and proper coding prior to processing.
- Coding and approvals for company credit-card/P-card transactions and ensuring timely reconciliation.
- Ensures expenses are coded to the appropriate general ledger accounts and departments.
- Identifies and prepares necessary expense accruals as part of the month-end closing process.
- Reviews financial transactions and business office records for accuracy and completeness and works with management and accounting to resolve discrepancies.
- Maintains accurate financial records and supporting documentation.
- Assists the Executive Director with monitoring community expenditures and identifying unusual expenses, trends, or budget variances.
- Assists with monthly financial reporting, account reconciliation, budgeting, forecasting, and other accounting-related activities as assigned.
- Reviews general ledger activity and monthly operating statements as assigned and assists with identifying and resolving discrepancies.
- Serves as a primary community resource for the month-end close process, including accrual preparation, account reconciliation, documentation, and financial analysis.
- Works with the Executive Director and accounting to understand operating results, financial trends, budget performance, and areas requiring corrective action.
- Coordinates with department leaders, accounting, and executive management regarding financial and administrative matters affecting community operations.
- Directly supervises and provides direction to the Move-In Coordinator and oversees related administrative functions.
- Ensures an organized, timely, professional, and efficient administrative move-in process.
- Oversees the preparation, completion, and maintenance of resident agreements, contracts, required disclosures, and other administrative move-in documentation within the scope of the Business Office.
- Assists with resident agreement and contract signings as necessary.
- Coordinates with prospective residents, residents, families, Sales & Marketing, Resident Services, and other internal departments to facilitate a smooth transition into the community.
- Ensures required administrative documentation is completed, signed, collected, and maintained appropriately before and during the move-in process.
- Ensures resident financial information, rates, fees, deposits, and other applicable information are accurately entered into appropriate systems and communicated for billing purposes.
- Identifies incomplete or missing move-in documentation and ensures appropriate follow-up occurs.
- Maintains appropriate confidentiality and security of resident financial, contractual, and personal information.
- Review payroll/timekeeping records, identify missed punches and discrepancies, coordinate corrections with department heads/HR, verify payroll changes are properly documented, and assist with payroll reconciliation.
- Maintains and monitors required community business licenses, permits, registrations, certificates, and renewals within the scope of the position.
- Maintains a system for tracking expiration and renewal dates and ensures required renewals are initiated and completed timely.
- Ensures licenses, permits, registrations, and supporting documentation are current, appropriately maintained, and readily available when required.
- Communicates upcoming renewal requirements or compliance concerns to the Executive Director and appropriate leadership.
- Secures, maintains, monitors, and updates Certificates of Insurance and other required documentation for community vendors.
- Follows up on missing, incomplete, or expired vendor documentation.
- Maintains organized vendor records and supporting documentation in accordance with company requirements.
- Maintains organized financial, resident, vendor, employee administrative, and business office records in accordance with company policies and applicable record-retention requirements.
- Maintaining applicable insurance documentation and assisting management with information/document requests related to claims, audits and renewals.
- Maintains all non-care-related components of resident files within the scope of the Business Office and ensures records remain complete, accurate, and current.
- Assists with audits, financial reviews, licensing requests, and other documentation requests as necessary.
- Reviews business office processes and financial transactions for compliance with established procedures and internal controls.
- Identifies opportunities to improve business office procedures, internal controls, documentation, workflow, and administrative efficiency.
- Recommends and assists with implementing process improvements designed to increase accuracy, efficiency, accountability, consistency, and financial controls.
- Protects confidential resident, employee, vendor, financial, and company information and ensures records are appropriately secured.
- Supervises assigned business office, Move-In Coordinator, front desk, concierge, clerical, and/or administrative personnel.
- Provides day-to-day direction to assigned personnel, establishes priorities, monitors workflow, and ensures assigned responsibilities are completed accurately and timely.
- Participates in the recruitment, selection, onboarding, training, scheduling, coaching, performance management, performance evaluations, and disciplinary process for assigned employees in accordance with company policies.
- Establishes clear performance expectations and provides ongoing direction, feedback, training, and accountability.
- Monitors departmental workload, deadlines, and staffing needs and reallocates assignments as necessary.
- Ensures adequate coverage of assigned business office and front desk functions during employee absences through scheduling, delegation, or personal completion of essential duties.
- Reviews workflows and administrative processes and implements or recommends improvements to increase accuracy, efficiency, accountability, internal controls, and customer service.
- Promotes collaboration and effective communication between the Business Office and other community departments.
- Participate in daily stand-up and department meetings to communicate key issues, share updates, and maintain alignment with overall community goals.
- Support community marketing efforts through interactions with tours, engaging prospects, and attending events.
- Maintain current knowledge of senior living, assisted living, and dementia-specific care through ongoing education.
- Work a flexible schedule as needed to support events, tours, and community outreach.
- Perform other related duties as assigned.
Qualifications:
Education/Experience:
Accounting Degree Required. Minimum 3-5 years of progressively responsible business office, accounting, finance, or administrative management experience required, including direct experience with accounts receivable, accounts payable, reconciliations, payroll and financial reporting.
Prior supervisory or management experience strongly preferred.
Experience in senior living, healthcare, hospitality, property management, or another resident/customer-focused environment preferred.
Must be able to meet all employment, background screening, training, and other requirements applicable to employees working in a California Residential Care Facility for the Elderly (RCFE).
Licenses/Certifications:
A valid driver's license required with application submission and must be maintained throughout employment.
Character:
Applicants must have a reputation for honesty and trustworthiness. Must be responsible and able to exercise good judgment, accept administrative supervision, pay attention to detail, follow instructions, including the ability to interact effectively and communicate with people in a professional and courteous manner. Must be highly confidential and work as a team with other staff. Applicants should be sensitive to clients' needs.
Skills:
Strong knowledge of accounts receivable, accounts payable, resident billing, collections, banking, cash management, and general business office practices.
Working knowledge of bank and account reconciliation processes.
Working knowledge of payroll and timekeeping processes.
Ability to understand financial statements, general ledger activity, account reconciliations, budget-to-actual variances, and basic accounting principles.
Strong mathematical, analytical, organizational, and problem-solving skills.
High attention to detail and commitment to financial and administrative accuracy.
Ability to establish and maintain effective internal controls and organized documentation systems.
Ability to identify inefficiencies and implement effective process improvements.
Ability to manage competing priorities and consistently meet established deadlines.
Strong written and verbal communication skills.
Ability to communicate professionally with residents and families regarding sensitive financial and contractual matters.
Ability to supervise, coach, develop, and hold assigned employees accountable.
Sound judgment and discretion when handling confidential information.
Proficiency with Microsoft Office and the ability to effectively use and learn payroll, accounting, billing, banking, and resident-management software.
Ability to work effectively and collaborativ
