Business Office Manager

Position Summary:

The Business Office Manager will welcome visitors and answer incoming calls in a warm, pleasant, and professional manner. The Business Office Manager will maintain a clean and neat reception area, handle specific resident services, and seek administrative support as needed.

Primary Responsibilities:

Customer Service

1. Possess and maintain knowledge of the community, its benefits, services provided, the residents, and employees.

2. Answer incoming calls in a warm, pleasant, and professional manner.

3. Respond to all calls following proper telephone etiquette and taking detailed messages when appropriate.

4. Ensure that messages are relayed promptly to the intended person.

5. Greet all visitors, residents, family members, and employees in a warm and helpful manner.

6. Ensure that the reception areas are clean, neat, and inviting.

7. Coordinate appointments for residents requesting transportation or hairdressing services.

8. Collect the residents’ mail and prepare it for distribution.

9. Obtain 24 hours of continuing education in initial year of employment and 16 hours annually, thereafter. Maintain CPR & First Aid certification.

10. Provide other assistance with resident services as requested by management.

Administrative

1. Receive and send packages for the Executive Director or other departments as requested by your supervisor.

2. Assist the Community Relations Director in handling inquiries and tours as necessary.

3. Assist the Community Relations Director in preparing for new residents’ move-in as requested.

4. Assemble residence brochure packets and mail as requested.

5. Distribute mail to the residents, Executive Director, and other departments daily.

6. Assist the executive director and/ or other departments with additional administrative duties as assigned.

7. Create and maintain all schedules for Care Staff.

8. Assist Executive Director with Payroll.

9. Maintain all Continuing Education tracking and assignments for all staff.

10. Participate in “Manager on Call” rotation.

Communications

1. Attend all regular staff meetings and required in service training sessions.

2. Must communicate effectively to convey information to residents, visitors, family members, and Management.

3. Review daily any and all communication tools used in providing resident care.

4. Report all supply needs.

5. Notify the Executive Director of any concerns or questions presented by the residents’ family members.

Reports to: Executive Director

Qualifications:

1. Excellent customer service skills. Desire to work with older adults.

2. Good organizational skills. Mature, cheerful personality. Must have good phone etiquette skills.

3. Proficient in Microsoft Office Word and Excel.

4. Ability to read, write, and speaks English.

5. Must be 18 years of age. Must have a satisfactory criminal history check.

6. Must have physical exam by a licensed physician. Must have a negative drug screen.

7. Must be able to react in an emergency situation.

Physical Job Requirements:

To fulfill job requirements, employee must be able to perform key physical task for extended periods of time. Employees must adhere to proper body mechanics and safety measures when supporting or transferring residents. In a typical eight- hour day, employee will:

1. Sit up to eight hours a day

2. Stand/walk up to two hours a day

3. Frequently support up to 75 pounds

4. Occasionally lift/carry up to 50 pounds

5. Frequently kneel, bend, and reach

6. Secure proper assistance for transferring of residents as needed