Business Office Coordinator

Business Office Coordinator

The Business Office Coordinator supports the day-to-day administrative and front desk operations of the community while helping create a welcoming and organized environment for residents, families, visitors, and team members. Reporting directly to the Executive Director, this role assists with business office functions, resident billing support, front-of-house operations, and general administrative coordination while serving as a resource for residents, families, and team members.

Essential Duties and Responsibilities:

• Properly maintain and receive payment for services.
• Make banking deposits.
• Process and submit, for approval, all accounts payable and receivable.
• Apply ancillary charges and review monthly resident billing for accuracy.
• Disseminate monthly resident statements and maintain ACH records.
• Maintain daily deposits of resident payments.
• Coordinate with home office partners to ensure resident accounts remain current and accurate.
• Answer phones and ensure calls are routed appropriately.
• Regularly provide front desk coverage and leadership support, including scheduled front desk shifts and dedicated administrative office days each week.
• Ensure reception and hospitality areas remain organized and appropriately stocked.
• Coordinate, sort, and distribute mail and packages for the community.
• Coordinate pick-up and delivery of express mail services.
• Order and maintain office and community supplies as needed.
• Assist with scheduling coordination for concierge/front desk coverage.
• Manage and process long-term care insurance submissions.
• Upload and maintain resident documents within the electronic health record system.
• Maintain community systems and platforms including nurse call programs.
• Update and distribute daily census information.
• Coordinate scheduling and communication for ENCIRCLE meetings.
• Complete administrative tasks including organizing, preparing, and maintaining employee and community files in accordance with company standards and confidentiality requirements.
• Support community leadership with administrative and operational projects as needed.
• Participate in Manager on Duty (MOD) responsibilities as assigned.
• Maintain confidentiality of resident, employee, and business information.
• Perform other duties as assigned.

Supervisory Responsibilities:

• Provide day-to-day support and oversight for concierge/front desk operations as needed.
• Assist with coordination and accountability of concierge team members as delegated by the Executive Director.

Requirements:

Job Requirements:

• High school diploma or GED required.
• Associate degree or additional business coursework preferred.
• Proficient in the use of business office systems, electronic records, billing platforms, and standard office software (e.g., Microsoft Office Suite); able to efficiently manage reports, documentation, schedules, and administrative records through computerized systems.

Competencies:

• One to three years of administrative, business office, senior living, hospitality, or related experience preferred.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment with frequent interruptions.
• Ability to maintain professionalism and confidentiality while exercising sound judgment.
• Strong customer service and hospitality mindset.
• Proficiency with billing systems, Microsoft Office, and other electronic systems.
• Ability to support operational needs beyond traditional office responsibilities when needed.

Required Travel:

Travel is not typically required for this position.

Physical Requirements:

• Occasionally lift and/or move items up to 25 pounds.
• Sit, stand, walk, and maintain a stationary position for extended periods throughout the workday.
• Bend, reach, stoop, and move throughout the community as needed.
• Ascend and descend stairs or ramps as needed.
• Use hands and fingers to operate office equipment, computers, phones, and other electronic systems.
• Perform repetitive movements including typing, filing, grasping, and fine manipulation.
• Regularly communicate with residents, families, visitors, and team members in person and by phone.
• Occasionally assist with moving office supplies, packages, or community materials.
• Must be comfortable working in an environment that may involve exposure to infectious diseases and varying noise level.

Disclaimer: The above information on this job description has been designed to indicate the general nature and level of work performed by the employee within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of any employee assigned to this job. Nothing in this job description restricts management's right to assign duties and responsibilities to this job at any time. EEO/AA