Job Description

Business Office Manager (Administrative)

Administrative

Administrative Responsibilities

• Provide clerical and administrative support to the executive and department heads.
• Track resident charges and record for billing purposes.
• Create and maintain resident administrative files.
• Create and maintain employee files.
• Maintain a general ledger and reconcile bank statements monthly.
• Process invoices for accounts payable, review invoices with executive director for approval.
• Assist the executive director in preparing reports, budgets, and financial statements.
• Calculate payroll hours, review with department heads for accuracy, and process payroll accordingly.
• Review paychecks for accuracy, organize and distribute.
• Review benefits with employees and submit benefit paperwork.
• Assist with other duties as assigned.
• Assist executive director and other departments with the recruiting and hiring process such as:
  
  
  • Screening applicants
  • Arranging interviews
  • Completing reference checks
  • Completing criminal background checks
  • Sending regret letters
  
  
  
• Order and maintain necessary office supplies.
• Maintain an organized, neat office area.
• Copy and file paperwork as necessary.
• Prepare correspondence as necessary and as directed by supervisor.
• Assist the executive director or other departments with additional administrative duties as assigned.

Customer Service

• Possess and maintain knowledge of the residence, its benefits, services provided, customers it, and its employees.
• Assist with answering all incoming calls, both internal and external, in a warm, pleasant, and professional manner.
• Greet all visitors, residents, family members, and employees in a warm and helpful manner.
• Provide other assistance with resident services as requested by supervisor.

Networking

• Seek and build positive relationships with the surrounding community, particularly referral sources.
• Assist in educating employees as to their role in marketing and presenting the residence.
• Join community groups and attend meetings to build good will in the surrounding area, educate members about your residence, and develop positive relationships.
• Attend seminars, read books and publications, and participate in any company training for marketing and sales.
• Assist with other duties as assigned.

Sales

• Maintain up-to-date records of all communication with prospective customers using the appropriate system, and track each prospective customer from initial contact to the final decision.
• Possess and maintain a strong knowledge of the residence, its benefits, the services provided, the customers, and employees.
• Maintain or exceed budgeted census, deposits and move-ins.
• Provide regular reports to the executive director regarding sales achievements, status of interested prospects, and implementation of the marketing plan.
• Assist in developing and implementing an effective sales plan to include:
  
  
  • Visiting with referral sources
  • Hosting events at the residence for qualified prospects and referral sources
  • Placing advertisements in newspapers
  • Mailing promotional information to prospects
  
  
  
• Build positive and trusting relationships with prospects through:
  • Listening to the needs of the prospect.
  • Asking questions to acquire more information about the prospect's situation and concerns.
  • Presenting the benefits of the residence to the prospect and how the prospect's needs can be met.Introducing prospects and their families to other employees, residents and families and providing opportunities for them to experience the benefits of the residence.
  • Following-up with prospects regularly, based on their needs and time frame.
  • Guiding the prospect to make a decision that best meets their needs.
  
  
  

Move-In Process

• Provide the family with all move-in paperwork and ensure that it is completed and returned within the specified time frame prior to move-in.
• Work with the wellness nurse and resident services director to schedule an assessment with the resident.Inform all employees of the pending move-in date and the necessary information about the resident.
• Assist the resident and their family with the transition process through on-going communication, sensitivity and reassurance.

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