Office Manager- Heritage Pointe

Job description:

Office Manager

Heritage Pointe Senior Living - Mission Viejo, CA
Full-Time | Salaried | On-Site
Salary: $70,720-$74,880 per year, depending on experience

Heritage Pointe is a senior living community in Mission Viejo dedicated to providing a welcoming, safe, and supportive environment for our residents. Our team works together to provide excellent service to residents, families, visitors, and employees.

We are seeking an organized, dependable, and detail-oriented Office Manager to oversee daily office operations and supervise our Reception team of approximately 2–3 employees. This position works closely with the Executive Director and department leaders to ensure the front office, administrative functions, and accounting processes operate efficiently and professionally.

• Oversee daily office operations and administrative processes
• Supervise, train, and provide direction to 2–3 Receptionists
• Coordinate front desk coverage and maintain consistent customer service standards
• Assist with employee onboarding, scheduling, and administrative documentation
• Provide administrative support to the Executive Director and department managers
• Maintain organized employee, resident, vendor, and operational records
• Assist with office procedures, workflow improvements, and process implementation
• Provide a welcoming and professional experience for residents, families, visitors, and staff

• Process and maintain accounts payable invoices and supporting documentation
• Review invoices for accuracy, appropriate approvals, coding, and supporting documentation
• Enter invoices and financial information into accounting or business systems
• Assist with account reconciliations and research discrepancies
• Maintain accurate records of payments, invoices, receipts, and other financial transactions
• Prepare and organize documentation for monthly accounting and financial reporting
• Assist with tracking outstanding invoices, vendor balances, and payment status
• Communicate with vendors regarding invoices, statements, payment questions, and discrepancies
• Assist with purchase orders, expense documentation, and expense tracking
• Reconcile and maintain petty cash and other office-related accounts as assigned
• Assist with month-end close activities and provide supporting documentation to accounting
• Review financial reports for accuracy and identify discrepancies or unusual items for management review
• Maintain organized and confidential financial records
• Assist with internal and external audits by gathering requested financial and administrative documentation
• Support the Executive Director and accounting team with special financial projects and reporting as needed

• Support administrative audits and compliance-related processes
• Maintain required office and operational documentation
• Assist with onboarding new employees
• Assist with implementing and maintaining efficient administrative procedures
• Handle confidential employee, resident, and financial information with discretion

• 3+ years of office administration, office management, accounting administration, or operations experience
• Previous supervisory or team leadership experience required
• Experience with accounts payable, invoicing, reconciliations, or other accounting functions strongly preferred
• Senior living, healthcare, hospitality, or other service-industry experience preferred
• Strong organizational and attention-to-detail skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities and work independently
• Proficient with Microsoft Office, particularly Excel, and comfortable learning new systems
• Professional, dependable,…