Business Office Manager

Position Summary The Business Office Manager (BOM) is responsible for overseeing the financial, administrative, and human resource functions of the community. This role ensures accurate billing, payroll coordination, regulatory compliance, and efficient business operations while supporting leadership and maintaining a high standard of professionalism.

Key Responsibilities:

Financial Management Manage resident billing, including private pay, long-term care insurance, and other payer sources (MCO)
Ensure accurate and timely invoicing, collections, and account reconciliation

Monitor accounts receivable and follow up on outstanding balances

Maintain resident trust accounts and ensure proper documentation and reconciliation

Assist with budgeting, expense tracking, and financial reporting

Assist with invoice paying, reconciliations as needed

Payroll & HR Coordination Process or coordinate payroll submissions, ensuring accuracy of hours, PTO, and overtime

Maintain employee personnel files in compliance with state and company requirements

Support onboarding, orientation, and offboarding processes

Assist with conducting background checks in accordance with regulatory and company requirements

Track and ensure compliance with background checks, training, and certifications

Administrative Operations Serve as the primary point of contact for office operations and administrative support

Maintain organized and compliant records for residents and staff

Support leadership with reporting, audits, and operational tracking

Coordinate vendor invoices, contracts, and payments

Compliance & Regulatory Support Ensure compliance with state regulations (DHS 83, 89 as needed) related to financial and administrative functions

Maintain documentation required for surveys and audits

Assist leadership in preparing for and responding to regulatory reviews

Customer Service & Communication Serve as a resource for residents and families regarding billing questions and financial matters

Communicate professionally and promptly with internal teams, vendors, and external partners

Maintain confidentiality of all resident and employee information

Qualifications

Associate’s or Bachelor’s degree in Business, Accounting, Healthcare Administration, or related field preferred

Minimum 2–3 years of experience in business office, billing, or administrative operations (senior living or healthcare preferred)
Strong understanding of accounts receivable, billing, and payroll processes

Experience with senior living software/EHR systems preferred

Skills & Competencies High level of organization and attention to detail

Ability to manage multiple priorities in a fast-paced environment

Strong communication and problem-solving skills

Professional, accountable, and able to work independently

High level of discretion with sensitive financial and personnel information

Work Environment Primarily onsite within a senior living community

Frequent interaction with staff, residents, families, and leadership

May require occasional flexibility based on operational needs

Position Expectations This role is critical to the overall success of the community. The Business Office Manager is expected to:

Maintain accuracy, compliance, and accountability in all financial and administrative functions

Support leadership in driving operational efficiency

Ensure business operations run smoothly and without disruption