Business Office Manager - Senior Living

At The Lakes at Litchfield we're not just a luxury senior living company; we're a community recognized as a Great Place to Work®—and we take immense pride in that designation. Our philosophy, “People First, Always,” underscores everything we do. We believe that our dedicated team is our greatest asset, driving us to create compassionate, respectful, and meaningful interactions every day. 

Why Choose The Lakes at Litchfield?

• A Culture of Growth and Teamwork: We foster an environment where your contributions are celebrated, and your personal and professional growth is encouraged.


• Make a Difference: Your work will enrich the lives of our residents and fellow team members, creating a lasting positive impact in our community.


• Collaborative Environment: Join a team that values each member's input, promotes collaboration, and strives to create a vibrant and engaging atmosphere.

We’re looking for a Business Office Manager: 

The ideal candidate will have experience in a wide variety of business office responsibilities including petty cash reconciliation, aging/collections, invoicing, payroll, accounts payable. Must have experience providing a high level of customer service and senior living experience is a plus. Must be able to anticipate project needs, discern work priorities and meet deadlines with little supervision. This position also assists HR with recruitment, orientation, on-boarding and retention. Experience in HR, medical billing and senior living/retirement communities desired.

Are You Ready to Make an Impact?

If you're passionate about making a difference in the lives of seniors and want to be part of a team that strives for excellence, we invite you to apply today!

POSITION SUMMARY: This position is the principal point of contact regarding all business matters. This position is also the principal point of contact with the management company regarding all the administrative business aspects of the community which includes accounting, budgeting, financial reporting, and accounting support.  

ESSENTIAL FUNCTIONS:

• Creates and maintains all resident files with required information while maintaining confidentiality.


• Serves as liaison with third party vendors; establishes and maintains all vendor files.


• Processes and/or oversees Accounts Receivable by invoicing customers, posting payment of invoices, and tracking non-routine and miscellaneous services for which Team Members, residents or vendors should be billed or credited.


• Accounts for all petty cash transactions and reimbursements.


• Assists in keeping all departments in line with budget.


• Maintains data related to Entrance Fee tracking, resident refunds, amortization and financial assistance.


• Maintains office and business supplies inventory and preventative maintenance on office machinery.


• Assists Executive Director with annual budgeting process as necessary.


• Facilitates, participates in, and/or attends all required in-service training and education programs as scheduled.


• Medicare Ancillary Charges (x-ray, lab, and pharmacy) – oversees Healthcare Medical Supply Charges to ensure accuracy.


• Processes Admissions/Discharges within Vision (IL only); keeps up with Resident Status Change Forms throughout the community to ensure accuracy


• Maintain emergency contact information for POA’s


• Processes Flex Cash Outs and credits member accounts appropriately


• Submitting Long Term Care Insurance documentation appropriately each month


• Assists with recruiting of candidates to ensure proper coverage in all departments.


• Assists with forward motion of candidates as they progress through the ATS system.


• Calls and pre-screen applicants to source for qualifications of candidates for open positions as needed.


• Assists with sending resumes/applications to hiring managers to schedule face-to-face interviews.


• Assists with setting up pre-employment screens, including background check(s), drug testing, PPD and health screenings. I-9 documentation


• Assists with new employment offer letter.


• Assist with maintaining all team member files with required information while maintaining confidentiality.


• Assist with creating UKG account for all employees.


• Assists with scheduling, facilitating and participating in new employee orientations.


• Uniform ordering for all employees as needed.


• This position does participate in the Manager on Duty program that will require you to work at the community for a pre-determined period of time over the weekend.


• Serves on special projects and assignments outside of his/her own community to support other communities or the broader portfolio.


• Responsible for license renewals for the entire campus (Business Licenses, CCRC, NCF, and CRC)


• Other duties as assigned.

Physical Demands, Work Environment, and Expected Hours of Work: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

·         This position is often required to read, write, stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls, reach with hands and arms, balance, stoop, kneel, crouch, talk and/or hear.

·         An individual in this position will be required to lift or carry weight up to 25 lbs.

·         May be exposed to minimal to moderate noise.

·         May be required to work extended periods of time at a computer terminal. 

·         May encounter difficult situations, including contact with mentally ill and deceased residents.

TRAVEL: Local and out of state travel, including overnight stays, may be required from time to time to attend conferences, training, meetings, and professional development programs.

EDUCATION AND EXPERIENCE REQUIREMENTS:

·         Bachelor’s degree and PHR/SHRM-CP desired

·         Two years’ experience in a similar business office/human resources position required

·         ATS and Payroll experience desired.  

·         Three years administrative and/or bookkeeping experience.

·         Two years’ experience with Medicare billing strongly preferred.

·         Proficient in MS Office products, internet and industry specific software programs for marketing, payroll and accounts payable/receivable.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to work in a fast-paced environment and to prioritize, organize and manage multiple priorities.


• Proficient in Microsoft Office suite and the ability to quickly master new software applications.


• Strong customer orientation to older adults.

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