Business Office Manager - Madison House - Madison House

Who You Are:

You enjoy leadership and management – delivering exceptional customer service to residents, family members, guests, and our highly valued employees. The Business Office Manager (BOM) coordinates customer service - overseeing and managing receptionists, serving as a point of contact for general administrative questions for the community, and collecting and submitting all billing data. The BOM coordinates new hire onboarding and training, employee benefits tracking and communication, on-going employee training, and offboarding paperwork and document processing.

Essential Duties and Responsibilities:

· Oversee and manage receptionists.

· Participate in recruiting, interviewing, training, coaching, appreciating, and disciplining Receptionists – and, if applicable, Concierges or Night Security - to deliver exceptional quality of customer and employee service.

· Coordinate communication among relevant departments related to resident medical, dental, salon, and other appointments, on-site and off-site visits, healthcare provider visits and other needs.

· Coordinate ensuring motion sensers, e-call alarms, window alarms, door alarms, and fire alarms are acted upon by appropriate staff in a timely and safe manner.

· Secure the community per Community policy –unlocking and locking doors at the appropriate times as well as engaging/disengaging alarms or electric locks and reviewing security footage.

· Screen visitors and vendors per Community policy related to resident-specific no- visit status, vendor status or infectious disease protocols.

· Set up and clean up lobby hospitality, including beverages and snacks.

· Collect and submit all billing data.

· Receive and coordinate vendor bills from department heads.

· Call on unpaid accounts to inquire about payment.

· Handle calls from vendors and responsible parties regarding invoices and payments.

· Receive completed time cards from department heads and submit to bookkeeping and HR for payroll and benefits.

· Receive resident rent payments each month and record for bookkeeper.

· Process health insurance paperwork.

· Process worker's compensation claims.

· Process and maintain all employee records and files including but not limited to first aid training, CPR, training documents, etc.

· Provide administrative support for the community through the direction of the Executive Director.

· Prepare, coordinate and be involved in new hire orientations.

· Manage / oversee breakroom posters.

· Manage Kronos / Time Keeping operations at the community.

· Serve as Manager on Duty when scheduled.

· Other duties as assigned.

Job Requirements:

· Must possess an upbeat, positive, flexible, and enthusiastic personality and be congenial with fellow employees, residents, and the public at large.

· Must be an honest and dependable individual.

· Must maintain proper hygiene.

· Must be professional in dress and presentation.

· Must be willing to be active during entire work shift.

· Must be able to effectively communicate verbally and in writing in Standard English and use own judgment and initiative in daily activities.

· Must be a mature individual. Must possess the ability to multi-task in a fast-paced environment and perform a variety of tasks, often changing assignments on short notice.

· Must have strong organizational skills, as well as the ability to prioritize and meet deadlines.

· Must be detail and team work oriented.

· Must attend required in-services/ workshops to further education of skills and community requirements.

· Must be drug-free and submit to urinalysis drug screening upon hire and routinely.

· Must be able to pass a criminal background check upon hire and as required by state regulations.

· The employee shall be responsible for maintaining the integrity of Koelsch Communities.

Licenses, Certifications, & Education Required:

· Must possess a current CPR/First Aid certificate and update as needed.

· Passed an approved food handler’s or ServSafe course as required by County, State and/or Community policy.

· Experience in Human Resources or Business Office related positions will assist tremendously with success in this position.

Supervisory Requirements:

· This role supervises all receptionists. Additionally, if applicable, it will supervise concierges and night security.

Uniform and Appearance Requirements:

· Professional business attire including closed-toed shoes. Must abide by the Community dress code policy.

Position Equipment:

· This role is provided a laptop or desktop computer that remains in the community.

· Carry / wear earpiece and handheld radio and respond appropriately to calls as needed.

Work Location and Travel Requirements:

· This role is a 100% on-site role.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, carry, push, and pull up to 50 pounds, use hands to handle or feel, and reach with hands and arms.

Special Demands:

Must possess qualities of leadership, tact, and adaptability to change. Must uphold community dress policy, possess a pleasant personality, be congenial with fellow employees and public, and must be capable of following oral and written instruction. Must display and use own good judgement and initiative in daily duties.