Office Manager

The Business Office Manager (BOM) is responsible for overseeing many administrative functions within the community. They work closely with the Executive Director to ensure that day-to-day operations and business processes are conducted efficiently and effectively. The BOM supervises the Concierge team, providing them with superior leadership and direction. This position reports to the Executive Director and resides in the Administrative department.

BOMs are relied upon to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. As a liaison for residents, families, managers and associates, this position must rely on sound problem-solving skills and a dedication to customer service to exceed the needs of the community. The BOM thrives on the different problems and priorities each day brings and the understanding that they are making a positive impact on the success of the community daily.

The Administrative Department is the backbone of the community, ensuring day-to-day operations are running smoothly and that our residents are happy and safe in their homes. They work closely with all departments in the community, advocate on behalf of the residents, and solve any problems that arise. Staying upbeat and positive, exhibiting dedicated customer service and teamwork, and executing follow-through are critical to meeting the needs of our residents.

• Oversee the hiring, training, coaching, supervision, scheduling and evaluating of the concierge team.
• Serve as a main point of contact for associates, managers, residents, families, vendors and visitors in troubleshooting a variety of problems and concerns related to financial or administrative matters.
• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain high-quality customer service.
• Responsible for the community’s day-to-day security procedures (such as distributing building access keys and back up to security access cards, pendant services, etc.)
• Participate in onboarding of all new hires including the processing of new hire paperwork through our applicant tracking and payroll system. Serve as a main point of contact for new Associates.
• Maintain physical and electronic files and records for the community, ensuring regulatory compliance. Submit appropriate forms to payroll to initiate associate status changes and/or payroll adjustments.
• Serve as a liaison between the community and HR or Accounting for questions related to (including but not limited to) resident billing issues, purchase orders, leave requests, payroll, timecards and workers’ compensation and benefits.
• Perform property management tasks in our accounting system. Manage purchase orders, invoices, resident payments and collections, lease renewals and address resident billing concerns.
• Management and reconciliation of petty cash.
• Complete reports including long term care insurance reporting, and others as requested.
• Provide tours to prospective families and residents when the Marketing team is unavailable.
• Assist with all other duties as assigned by the Executive Director.

At Waltonwood, we are all a part of a team who are here to serve the residents living in our communities. Our residents count on us every hour of every day. As such, we expect all associates and Department Heads alike to be willing to lend a helping hand to co-workers, direct reports, and supervisors, whether it is in their specific department or another unrelated to their day-to-day responsibilities.

Department Heads need to keep the best interests of the residents and other associates in mind, and be an active participant in accomplishing team,…