Business Office Coordinator

Job Title

Business Office Coordinator – All States except Florida

At Sodalis Senior Living, the Business Office Coordinator (BOC) provides excellent hospitality as the first impression for all visitors. The BOC greets potential residents, families, visitors, manages both internal and external calls, takes and communicates messages, and offers an overview of community information to support marketing and sales efforts. The coordinator supports the Executive Director and oversees administrative functions including Human Resources file compliance, I‑9 compliance, AHCA data entry, and general administrative desk duties.

Non‑Exempt/Hourly

The Business Office Coordinator assists the Executive Director with community business office functions, including new employee onboarding. The position serves as the primary resource for handling inquiries from residents, families, and employees, coordinates accurate employee file information, and instructs employees on training requirements and log‑in assistance.

• Answer incoming telephone calls, determine purpose, and direct calls to appropriate personnel or department.
• Take and deliver phone messages or transfer calls to voicemail when appropriate personnel are unavailable.
• Answer general questions about the Community and provide callers with address, directions, and other information.
• Welcome all on‑site family members and visitors including vendors, clients, and job candidates, determine nature of business, and announce visitors to appropriate personnel; maintain positive “front‑of‑house” first impressions.
• Perform administrative support functions such as typing, filing, and photocopying for Resident charts, Resident business office files, and Employee personnel files.
• Assist with ordering office supplies and forms for Employee and Resident needs.
• Receive, sort, and distribute mail as needed.
• Operate computer and standard office equipment including copier, fax machine, multi‑line phone, etc.
• Assist the Executive Director with gathering and submitting required documentation for licensing or regulatory audits.
• Serve as the on‑site point of contact for IT support, copier repair, and other critical office vendors.
• Assist other departments as needed, including Marketing, Culinary Services, Life Engagement, etc.
• Demonstrate an understanding of compliance and ethics program policies and procedures.
• Complete all mandatory compliance, HIPAA, and state and federal regulatory training as required.
• Maintain complete confidentiality of Employee and Resident information.
• Diligently work toward the completion of special projects, requests, and assignments as appropriate.
• Assist in sales process by conducting inquiry tours, as necessary.

• Answer pull‑cord/call button emergencies and fire panel as needed.
• Replenish drinks and snacks in the Bistro and communicate with Culinary to ensure stock for Bistro.
• Manage collections for outstanding balances.
• Maintain Resident package and delivery log, obtaining Resident signatures for deliveries.
• Log Resident medical appointments in Transportation Book and assist in scheduling VA transportation for veteran Residents.

• Assist in recruitment, interviewing, orientation, and retention of qualified Employees.
• Assist with the completion of orientation and training requirements as outlined by state regulations and Sodalis policies and procedures.

• Complete and maintain HR Tracker.
• Collect Employee information and assist new Employees with required documentation, including pre‑employment screenings and I‑9 processing within 3 days of starting employment.
• Enroll new hires into the time‑clock and create files for personnel and medical records.
• Enroll and audit Employees in MyALF.
• Notify Payroll of new Employee’s start date.
• Promote positive Employee relations and ensure compliance with state and company mandated training.
• Maintain Employee files in accordance with Sodalis policies and federal, state, and local regulations.
• Perform other duties as assigned that relate to the success of Sodalis.