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Avon

    Business Office Manager - Avon, United States - Harmony Senior Services

    Harmony Senior Services
    Harmony Senior Services Avon, United States

    3 weeks ago

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    Description
    Why Harmony?
    • 401k + Fulltime Part-time Benefits Packages
    • Employee Referral Bonus + Incentives (free meals, movie tickets, dining, automotive deals, retail discounts, finance/legal, consulting, electronics, and more)
    • Training, Development Career Laddering
    • Great work-life balance
    • Flexible Scheduling
    • Telehealth + Flex Spending + Health Savings Account Options
    Job Description

    STATEMENT OF JOB:

    The Business Office Manager will be responsible for all business and office management functions of the community.

    Responsibilities include but are not limited to:

    Resident and A/R related duties:
    • Resident Billing
      • Produce and mail resident invoices by the 20th of each month
      • Send rent increase and Level of Care change notifications in compliance with resident agreement notification periods
    • Cash Receipts
    • Deposit rent checks within 24 hours of receipt and input into accounting system within 24 hours of deposit
    • Maintain copy of deposit receipts and checks for each deposit
    • Monitor accounts receivable and communicate past due accounts with Executive Director. Apply late fees as appropriate
    • Lease Summary, Move-In/Move-Out Report, Average Residency
    • Maintain and update with each change
    • Resident surveys
    • Mail to families and residents according to schedules
    Payables:
    • Accounts Payable
    • Code invoices
    • Obtain necessary approvals from the Executive Director and applicable Department Heads, and forward to corporate office every Friday
    • Maintain vendor contracts and files
    • Declining balance spend-down sheets
    • Update and distribute to the appropriate Department Heads at least weekly
    • Petty Cash
    • Monitor and balance
    Requirement

    Personnel:
    • Order background checks, compile test results and advise when applicant has successfully completed pre-hire process
    • Process new hire paperwork and ensure accuracy and completeness
    • Work with Department Heads to identify open positions, advertise and interview potential candidates if appropriate
    • Initiate and track FMLA absences (FMLA, ADA) working with Human Resource Department
    • Assist with employee relations and progressive counseling as needed
    • Overseas Worker's Compensation forms and process for the community
    • Provide all departments with personnel forms and/or packets
    • Deliver New Hire orientation for all new hires in accordance with State regulations and Harmony Senior Services policies and procedures
    • Responsible for all aspects of managing the Concierge team and their scheduling to meet the business needs of the community.
    • Payroll
      • Check payroll weekly to ensure no missed punches and correct as needed
      • Bi-weekly transmittal of payroll data to payroll servicer
      • Daily update of Hourly Budget/Actual Staffing Summary (Daily Staffing Report)
      • Time clock administration
    • Employee Benefits/Support
      • Work with Benefits Coordinator to administer all benefits as applicable per team member's status
      • Order employee name tags (temporary and permanent)
      • Order employee uniform (Healthcare and Housekeeping)
      • Track information for TB updates and Hepatitis B vaccine
    • Resident business files and personnel files
      • Create, maintain, and update resident and employee files according to state, federal and corporate guidelines
      • Review and Audit files at least quarterly to ensure accuracy after initial set-up
    Administration:
    • Maintain office equipment in good working order; maintain and supervise office supply inventory
    • Maintain state registration and inspection forms and reports
    • Assist Department Heads with ordering supplies and inventory
    • Create temporary employee badges and order permanent badge, swipe card (if appropriate), business cards (if appropriate)
    • Ensure OSHA compliance completing required forms as applicable
    Customer Service
    • Provide superior customer service when interacting with residents, families, visitors, and staff
    Requirements:
    • AA Degree preferred in accounting or business, or equivalent experience
    • Three years' experience working in Accounts Payable/Receivable
    • Three years' experience working in Human Resources/Benefits administration
    • Excellent organizational, interpersonal, and communication skills
    • Demonstrated ability to use accounting software programs and Microsoft Office
    • Must be able to lift, carry, and push up to 25lbs
    • Demonstrated ability to meet project deadlines
    • Ability to analyze reports and identify issues that could affect day to day business operations
    • Excellent customer service skills
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