Westmont Living is a premier provider of retirement living, assisted living, and memory care. Westmont Living has a beautiful community in Pinole, CA called Pinole Senior Village. At Pinole Senior Village, people come first; our residents, our team members, and our local community stakeholders.
Pinole Senior Village has an opening for a Business Office Manager. The Business Office Manager is a key team members, responsible for leading and managing the business office function and for supervising concierge and/or other support services in the community. The Business Office Manager is responsible for the overall business operations of the community which includes, but is not limited to the core functional areas of, managing the concierge and support team, managing all aspects of payroll, managing all aspects of invoicing residents, and managing the payment of invoices from vendors. Additionally, this position provides support and assistance to the Executive Director. The Business Office Manager must exemplify and promote Westmont Living's Service Standards of safety, friendliness, a homelike setting and efficiency at all times and ensures these standards are upheld by all team members in the community.
Core Responsibilities:
This position provides for a high level of customer service to residents and team members. This is accomplished through promoting Westmont Living's Service Promise and Service Standards. This position is responsible for managing and effectively ensuring that the core functional areas within the business office are operating at a maximum efficiency while service standards are demonstrated throughout all communications and actions.
Management and Supervision
The Business Office Manager is responsible for supervising and directing the concierge and support team members.
- Responsible for interviewing, hiring, training, coaching, counseling, performance reviews, discipline, scheduling, and termination of the concierges and supporting team members.
- Assigns work, checks work, and trains team members as need to ensure that payment of invoices is efficiently and accurately completed.
- Schedules team members to align with budgetary guidelines and analyzes staffing patterns to ensure sufficient coverage to perform duties.
Payroll
The Business Office Manager is responsible to processing payroll in an accurate and timely manner in accordance with state and federal wage and hour labor laws.
- Independently review payroll submissions and connecting this information with department allocations, status changes, time shifts, and other pertinent information.
- Responsible for problem solving any payroll discrepancies with the team member or team member's manager.
- Ensure issues related to overtime, vacation, sick, and leave of absence are resolved accurately in accordance with federal and state guidelines.
- Maintain strong working relationships with the Support Center, Finance Department and ADP representatives to ensure that the payroll is processed accurately and timely.
Human Resources
The Business Office Manager is responsible coordinating all human resource functions, including new hires, orientation, training and benefits.
- On-site resource for team members who have human resource questions, seeks the appropriate resource when further clarification is required.
- Coordinates and facilitates new-hire orientation and maintains accurate and up to date team member personnel files, including training records and scheduled training, as needed.
- Serve as the liaison for worker's compensation, health insurance benefits and all other benefits and programs offered by Westmont Living Inc.
- Documents and reports all work injuries.
Accounts Receivable/ Residents
The Business Office Manager is responsible for ensuring that all resident account information is accurate and input correctly. Maintain accurate and up to date resident business file, ensure contract and invoice match, requires accuracy and detail.
- Maintains accurate records for census management.
- Prepare and coordinate daily bank deposits.
- Initiates collections calls.
- Maintains accurate and up to date resident business files.
- Ensures resident data is entered into the Right Click system in an accurate and timely manner.
Payments of Invoices
The Business Office Manager is responsible for ensuring that all vendors paid timely and accurately.
- Responsible for paying vendors and training and managing team members to complete this function.
- Manages the petty cash and ensures accuracy in payments.
Service Standards
The business office manager is responsible to ensuring that Westmont Living's Service Standards are followed.
- Safety - The safety of team members and residents is the primary concern.
- Friendliness - We treat everyone with respect and courtesy. We show genuine, unconditional compassion.
- Setting - We create a welcoming, home-like environment.
- Efficiency -We are all responsible for making our retirement community better for all our team members and residents.
Position Requirements
- Be at least 18 years of age.
- Have current criminal record clearance prior to initial presence in the community.
- Able to communicate written and orally in English.
- Passed post offer health physical, TB test and drug screen.
- 3 years working in accounting or business office position, bachelor's degree preferred.
- Knowledge of human resources, accounting and payroll regulations.
- Knowledge of state regulations, health laws and OSHA regulations.
- Basic knowledge of State Health and Safety Codes.
- Strong organizational skills including ability to follow-up, detail-oriented, ability to multi-task.
- Excellent customer service skills.
- Management and supervisory experience, including hiring, training, coaching and counseling.
- Able to demonstrate advanced computer and electronic file management skills including knowledge of payroll systems and invoicing systems, etc.
- Ability to attain and maintain knowledge of business office management trends to ensure optimal efficiencies, leading edge strategies and a strong position among competitors.
- Ability to work in a fast-paced, high-performance environment with multiple priorities.
- Able to demonstrate ability to exercise discretion and independent judgment with minimal supervision.
- Must be able to push/pull up to 40 lbs, lift up to 35 lbs.
