Business Office Assistant; CIV

Overview

The Business Office Assistant supports the Regional Business Office Manager (RBOM) in managing the financial, administrative, and operational functions for assigned senior living communities. Pay Status: HOURLY, NON-EXEMPT.

• Administrative & Clerical Support
  • Assist with preparing and distributing routine reports as directed.
  • Perform data entry and basic updates in internal systems (e.g., One Site, Real Page).
  • Maintain organized electronic files and documentation.
  • Monitor shared inboxes and route inquiries to the appropriate team members.
• Reporting & Data Assistance
  • Pull standard reports using established templates and distribute them to designated recipients.
  • Assist with compiling delinquent and prepaid information into spreadsheets as directed.
  • Support month-end preparation by gathering required documents and reports.
• Financial Administrative Support
  • Enter invoices and expense information into the accounting system as instructed.
  • Assist with posting resident payments under supervision.
  • Upload supporting documentation for billing, rate changes, and adjustments.
  • Maintain vendor records and assist with new vendor setup paperwork.
• Systems & Record Maintenance
  • Update resident, vendor, and community information in systems as directed.
  • Assist with submitting Real Page requests and tracking status updates.
  • Perform basic system updates following documented procedures.
  • Maintain license and renewal tracking logs for leadership review.
• Communication & Customer Service
  • Provide courteous and professional support to internal teams.
  • Respond to routine inquiries or escalate questions as appropriate.
  • Maintain confidentiality when handling sensitive information.
• Training & Development
  • Attend required training sessions as directed.
  • Follow documented procedures and workflows.
• Additional Responsibilities
  • Follow all company policies and procedures.
  • Support additional administrative tasks as assigned.
  • This job description provides a general framework; other duties may be assigned as needed.

• Experience as office manager in healthcare setting preferred.
• High level of ability in effective and succinct communication, written and oral, with residents, families, staff, vendors, and the general public.
• Must have compassion for and desire to work with the elderly.
• Must demonstrate the ability to work responsibly as a team member as well as an individual.
• Must be honest, fair, dependable, respect confidentiality, and the rights and privacy of others.
• Practice and promote established Policies and Procedures, Mission Statement, Core Values, and Founding Principles.
• Working knowledge of computers, including Excel, Word, and MS Office, is required.
• Must possess mathematical skills, strong organization skills, and be detail oriented.
• Ability to manage multiple priorities simultaneously.
• Ability to follow through with complex and detailed projects to completion.
• Ability to represent the Community in a positive and professional manner.
• Ability to establish effective relationships with residents, family members, and staff.
• Must pass criminal background check.
• Must meet all health requirements.
• Must be able to perform duties and responsibilities (essential job functions), with or without reasonable accommodation.