Sunshine Retirement Living
Business Office Manager
Sunshine Retirement Living, Tigard, Oregon, United States,
JOB DESCRIPTION
Job Title : Business Office Manager, IL
Supervisor: Executive Director and Resident Accounts Director (*Dual Reporting Structure)
FLSA Status: Hourly, non-exempt
Date Approved:
September 2021
OVERALL JOB PURPOSE
Assists in the administrative operation of the community to ensure the community is operating in an efficient manner under the direction of the Executive Director. Daily tasks would consist of rent collection, new leases signings and renewals, maintaining files and accurate paperwork in compliance with Sunshine Retirement Living processes as well as state and federal regulations, and general administrative office duties. Regularly consults with dual-reporting supervisors and the BOM Training Manual to meet operational expectations.
MINIMUM JOB QUALIFICATIONS AND REQUIREMENTS Must be 21 years of age Prior management or administrative assistant experience of 1 year preferred General knowledge of residential / property management laws / guidelines Accounting or bookkeeping experience preferred Timekeeping and staff supervision preferred Demonstrated ability to communicate effectively (in English), both verbally and in writing, with residents and staff. Meet state related requirements (if applicable to position) Ability to work in a team setting and be a team player Maintain a positive, respectful, and professional approach with coworkers and residents Possess efficient and effective organizational skills Possess excellent customer service and public-relation skills Ability to work under time constraints with little supervision and meet department deadlines Computer and software proficiency such as Microsoft Word, Excel, and Outlook are preferred Satisfactorily pass Sunshine's and state regulated criminal record clearance, health screening and TB clearance (if applicable) ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
Perform effective administrative support for the community, including:
Accounts Receivable : Track all community accounting changes and appropriate documentation, including move-ins, move-outs, credits, proposed rate adjustment, and other related changes or corrections. Prepare and record all invoices for the community and assist in collection process with past due accounts. Ensure resident and payment documents are filed and stored appropriately and submitted in a timely manner Accounts Payable:
Manage invoice lifecycle by providing incoming invoices to the appropriate department head, ensuring that the invoice has been properly coded in a timely manner by the department head or Executive Director, and submitting the correctly coded invoice to AP for payment. At the direction of the ED, manage reconciliation of the monthly P-card statement including tracking receipts and verifying proper coding Human Resources:
Conduct employee training programs, maintains employee personnel files Completes New Hire and Termination paperwork. Facilitates enrollment and completion of required company training programs. Along with the Executive Director, manages employee work injuries to ensure all forms are completed thoroughly and submitted in a timely manner Payroll:
Manage employee timesheets including reviewing daily for missed punches and submitting on time for payroll processing Office Management:
Assist the Executive Director with the completion of documents, correspondence, and special projects as needed. Politely assists residents as necessary or assures other appropriate employees do so and maintains Resident and Guest Register. Monitors fax machine, directing incoming communications to appropriate person. Maintains favorable relations with Community Support office staff, residents, and vendors by responding to questions/requests in a timely manner. Performs simple, routine maintenance of office equipment Support the culinary department as necessary such as pouring coffee in the dining room during mealtimes Monitor the community to ensure that it remains safe, secure, and well-maintained Notifies maintenance of resident requests; may perform simple housekeeping-related and maintenance work as necessary when maintenance is unavailable Monitors resident call and exit alarm system and responds as necessary. Performs clerical duties as directed Maintains inventory control system for all office supplies and notifies Supervisor of any needed supplies; orders such supplies as directed by Supervisor Represents the Community to visitors in professional, courteous, friendly manner Oversee community in absence of Executive Director Performs other duties as assigned by Executive Director or Regional staff OTHER JOB DUTIES AND RESPONSIBILITIES
Perform all work assigned for the agreed-upon salary, accepting no additional payment or non-perishable gifts from residents, vendors, Community Management, or others Meet the assigned work requirements of the job. Regular attendance is required Serve as a role model for all employees by displaying a responsible, cooperative, and positive attitude Represent the Community in a professional, courteous, and friendly manner Adhere to dress/appearance code. Changes in attire may be dictated by special occasion or weather conditions. If you have questions, check with your supervisor Adhere to and follow company policies, procedures, and standards Promote resident advocacy and demonstrate excellent customer service at all times Maintain personnel, resident, and business proprietary and/or confidential matters/material in strict confidence with management of the company (and/or other company staff as needed) Maintains certifications as necessary such as First Aid, to fulfill state regulations (if applicable)
PHYSICAL REQUIREMENTS
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
20% or less
20% to 40%
40% to 60%
60% to 80%
80% to 100%
Stand
X
Walk
X
Sit
X
Pushing, pulling and/or reaching
X
Grasping and fine manipulation
X
Climb or balance
X
Stoop, kneel, crouch, or crawl
X
Talk or hear
X
Taste or smell
X
Lifts Weight or Exerts Force
20% or less
20% to 40%
40% to 60%
60% to 80%
80% to 100%
Up to 10 pounds
X
Up to 25 pounds
X
Up to 50 pounds
X
Up to 100 pounds
X
More than 100 pounds
X
The Community reserves the right to revise the duties set forth in this job description at its discretion.
Job Title : Business Office Manager, IL
Supervisor: Executive Director and Resident Accounts Director (*Dual Reporting Structure)
FLSA Status: Hourly, non-exempt
Date Approved:
September 2021
OVERALL JOB PURPOSE
Assists in the administrative operation of the community to ensure the community is operating in an efficient manner under the direction of the Executive Director. Daily tasks would consist of rent collection, new leases signings and renewals, maintaining files and accurate paperwork in compliance with Sunshine Retirement Living processes as well as state and federal regulations, and general administrative office duties. Regularly consults with dual-reporting supervisors and the BOM Training Manual to meet operational expectations.
MINIMUM JOB QUALIFICATIONS AND REQUIREMENTS Must be 21 years of age Prior management or administrative assistant experience of 1 year preferred General knowledge of residential / property management laws / guidelines Accounting or bookkeeping experience preferred Timekeeping and staff supervision preferred Demonstrated ability to communicate effectively (in English), both verbally and in writing, with residents and staff. Meet state related requirements (if applicable to position) Ability to work in a team setting and be a team player Maintain a positive, respectful, and professional approach with coworkers and residents Possess efficient and effective organizational skills Possess excellent customer service and public-relation skills Ability to work under time constraints with little supervision and meet department deadlines Computer and software proficiency such as Microsoft Word, Excel, and Outlook are preferred Satisfactorily pass Sunshine's and state regulated criminal record clearance, health screening and TB clearance (if applicable) ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
Perform effective administrative support for the community, including:
Accounts Receivable : Track all community accounting changes and appropriate documentation, including move-ins, move-outs, credits, proposed rate adjustment, and other related changes or corrections. Prepare and record all invoices for the community and assist in collection process with past due accounts. Ensure resident and payment documents are filed and stored appropriately and submitted in a timely manner Accounts Payable:
Manage invoice lifecycle by providing incoming invoices to the appropriate department head, ensuring that the invoice has been properly coded in a timely manner by the department head or Executive Director, and submitting the correctly coded invoice to AP for payment. At the direction of the ED, manage reconciliation of the monthly P-card statement including tracking receipts and verifying proper coding Human Resources:
Conduct employee training programs, maintains employee personnel files Completes New Hire and Termination paperwork. Facilitates enrollment and completion of required company training programs. Along with the Executive Director, manages employee work injuries to ensure all forms are completed thoroughly and submitted in a timely manner Payroll:
Manage employee timesheets including reviewing daily for missed punches and submitting on time for payroll processing Office Management:
Assist the Executive Director with the completion of documents, correspondence, and special projects as needed. Politely assists residents as necessary or assures other appropriate employees do so and maintains Resident and Guest Register. Monitors fax machine, directing incoming communications to appropriate person. Maintains favorable relations with Community Support office staff, residents, and vendors by responding to questions/requests in a timely manner. Performs simple, routine maintenance of office equipment Support the culinary department as necessary such as pouring coffee in the dining room during mealtimes Monitor the community to ensure that it remains safe, secure, and well-maintained Notifies maintenance of resident requests; may perform simple housekeeping-related and maintenance work as necessary when maintenance is unavailable Monitors resident call and exit alarm system and responds as necessary. Performs clerical duties as directed Maintains inventory control system for all office supplies and notifies Supervisor of any needed supplies; orders such supplies as directed by Supervisor Represents the Community to visitors in professional, courteous, friendly manner Oversee community in absence of Executive Director Performs other duties as assigned by Executive Director or Regional staff OTHER JOB DUTIES AND RESPONSIBILITIES
Perform all work assigned for the agreed-upon salary, accepting no additional payment or non-perishable gifts from residents, vendors, Community Management, or others Meet the assigned work requirements of the job. Regular attendance is required Serve as a role model for all employees by displaying a responsible, cooperative, and positive attitude Represent the Community in a professional, courteous, and friendly manner Adhere to dress/appearance code. Changes in attire may be dictated by special occasion or weather conditions. If you have questions, check with your supervisor Adhere to and follow company policies, procedures, and standards Promote resident advocacy and demonstrate excellent customer service at all times Maintain personnel, resident, and business proprietary and/or confidential matters/material in strict confidence with management of the company (and/or other company staff as needed) Maintains certifications as necessary such as First Aid, to fulfill state regulations (if applicable)
PHYSICAL REQUIREMENTS
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
20% or less
20% to 40%
40% to 60%
60% to 80%
80% to 100%
Stand
X
Walk
X
Sit
X
Pushing, pulling and/or reaching
X
Grasping and fine manipulation
X
Climb or balance
X
Stoop, kneel, crouch, or crawl
X
Talk or hear
X
Taste or smell
X
Lifts Weight or Exerts Force
20% or less
20% to 40%
40% to 60%
60% to 80%
80% to 100%
Up to 10 pounds
X
Up to 25 pounds
X
Up to 50 pounds
X
Up to 100 pounds
X
More than 100 pounds
X
The Community reserves the right to revise the duties set forth in this job description at its discretion.