Business Office Manager - Jupiter, FL 34426 https://inntrack.snaphire.com/job?jobmc=34426GOOGLE https://inntrack.snaphire.com/job?jobmc=34426GOOGLE
Careers at Allegro Senior Living LLC Allegro Senior Living LLC
Salary: YEAR USD

Location: Jupiter, FL USA

Type of employment : FULL_TIME

Industry: Hospitality
Department:
Career Level:
Work Hours:

Date Posted: 02 Nov 2018

Valid Through: 02 Dec 2018 13:02

Our Company

Allegro Management Company is a well-respected leader and expert in the senior living industry with a long-standing reputation of efficiently managing senior communities. Allegro Management Company operates communities throughout Florida and Kentucky, with a home office in St. Louis, MO. 

Our Community

Inspired Surroundings for Sophisticated Seniors…Awarded the Senior Housing News Architecture & Design Award, Allegro's outstanding Jupiter Florida community offers unsurpassed independent, assisted living and memory care services with the lifestyle amenities and attentive 24-hours service you demand. However you choose to spend your day, on the golf course, continuing your education or just enjoying a relaxing day with friends and family, our helpful staff stands ready to assist you with event planning, transportation, or any arrangements you desire. If tasteful elegance inspires you, you've found your new home….at Allegro.

The Role

The primary responsibility of the Business Office Manager is to coordinate and manage office and personnel functions for the Community and provide assistance to the Executive Director (ED).

 

The Business Office

 

Areas of Responsibility:

  • Process and manage resident accounts. Post resident payments daily onto the resident's account, prepare deposits (balance cash to posting journal and bank deposits), take deposits to the bank daily, scan and send copies of deposit slips to St. Louis, assess monthly charges and generate statements. Collect all fees.
  • Account for move-in, move-out, transfer, charges and collections. Collect, compute and enter charges. Send out resident billings. Process refunds and correspondence related to refunds. Charge guest meals, tray service, escort services, additional laundry, and maintenance requests to resident, enter rate changes and verify accuracy of all charges on resident's account.
  • Oversee guest/associate meal program, tracking cash and preparing deposit to reconcile to daily receipts. Work closely with Dining Services Director to ensure accuracy of monies collected, deposited and coded into computer. Complete weekly and monthly reports for guest/associate meal activity.
  • Maintain the Community's petty cash funds according to Company Policies and Procedures, as assigned.
  • Negotiate for Community goods and services.
  • Train Department Heads in the use of the purchase order system, receive invoices and ensure accuracy of purchase order invoices and goods purchased. Code invoices and obtain proper authorization. Enter invoices into computer in a timely and accurate fashion. Train and monitor Receptionists in the use of purchase orders and the vendor filing system. Develop and maintain vendor relationships. Maintain up-to-date, accurate vendor information, such as addresses, phone numbers, and insurance information.
  • Hire, train, schedule, supervise, and coordinate the activities of the Assistant Business Office Manager (ABOM) and the Receptionists.
  • Oversee and monitor that ABOM and Receptionists are properly accounting for hours worked using time clock system.
  • Support all Human Resources functions if the Community does not have a Human Resources Director - the functions are listed in detail below.
  • Assist ED with associate recruitment process. This includes planning and conducting recruitment open houses, posting ads via media sources (i.e. newspaper, website, etc.) and soliciting other recruitment sources such as associate referrals when appropriate.
  • Manage and ensure adherence to the on-boarding process by advising management regarding reference checks, background checks, sex offender checks, and drug testing, etc.
  • Process all new hire paperwork. Input all information into the payroll system; process changes and terminations.
  • Conduct and coordinate New Hire Orientation for new associates.
  • Create and maintain personnel records including vacation, sick leave and personal leave records (i.e., FMLA, PLOA, and Worker Compensation).
  • Create and maintain current associate records for verification of completed mandatory training and in-service requirements. Ensure training documentation is survey ready at all times.
  • Create and maintain associate personnel files. This includes tracking and maintaining required AHCA Level II roster (if applicable), Criminal Background Checks, Motor Vehicle Reports, TB tests, safe-food handling, Company mobile device list, alcohol certifications and all required documentation. Ensure all personnel files and tracking logs are compliant and survey ready. 
  • Train new managers in the use of the time and attendance system; adding punches, approving punches, properly coding position and wages.
  • Compute hours from associate time cards, time sheets and from time clock system. Audit the information and enter into time and attendance system.  
  • Ensure Community payroll is processed, approved and submitted to St. Louis in a timely manner.
  • Maintain and complete Community Corrective Action Log on a quarterly basis. 
  • Maintain and complete the OSHA 300 Log on an annual basis.
  • Have a complete understanding of associate benefit programs to assist with enrollment and be associates' point of contact for questions or concerns.  Responsible for annual associate benefits open enrollment. 
  • Manage and monitor Workers Compensation claims and assist in closing open claims. Champion for the Light Duty program (Return to Work). 
  • Be point of contact for all associate relations to include complaints/concerns, corrective action, investigation, etc.  Partner with Executive Director and Director Employee Relations on appropriate resolution.
  • Maintain associate communication bulletin boards ensuring that appropriate labor posters are posted; current, neat and legally compliant.
  • Follow Company Policies and Procedures. Assure Policy and Procedures Manual and Forms Manual are current.  Participate in the development and updating of Business Office and Front Desk policies.
  • Maintain all resident files, emergency call lists (resident and associate) and all records required by the Company, federal, state and local jurisdictions.
  • Provide administrative, marketing and operational support as needed, including coordinating resident move-ins, move-outs and other administrative activities. 
  • Assist Receptionists by answering telephone calls and transferring to proper department, taking messages when necessary.
  • Oversee the processing, sorting and distribution of incoming mail.
  • Order, maintain, and store all administrative supplies and equipment.
  • Train ABOM and Receptionists on the resident emergency call system and the daily IL resident Wellbeing Check-in program; monitoring daily reports of IL residents not checked in or visually seen before a specific time, making verbal or visual contact with those residents and reporting the status of IL residents to ED or designee.
  • Train ABOM and Receptionists in work order entry process using the Company work order system; creating and monitoring work orders as assigned.
  • Establish administrative budget for the Community and assist in operating within the Community's budget guidelines. 
  • Provide services and interactions throughout the Community which delight residents, prospects, and the greater community with inspired experiences which result in referrals and high occupancy.
  • Maintain professional standards of personal appearance and grooming, which include wearing proper attire and name tag when on duty, and coach ABOM and Receptionists to meet this same standard.
  • Attend and participate in all meetings and training as required by Company policy and the ED. 
  • Be constantly watchful of signs that residents are not able to function independently or a change in resident's behavior.  Report all signs to the ED following Company policies and procedures.
  • Report any and all deferred maintenance, vandalism or hazardous situations to the ED as discovered and take appropriate action as necessary.
  • Ensure understanding of and compliance with all regulations regarding residents' rights.
  • Maintain confidentiality of all pertinent resident, associate, Community or Company information deemed as such.
  • Other duties as assigned.

Special Requirements/Certifications:

  • Must be a minimum of 18 years of age. State specific guidelines may apply.
  • High school diploma or equivalent. Some college preferred.
  • Minimum of one (1) year office-related experience preferred.
  • Experience with payroll processing, accounts receivable & payable, preferred.
  • Knowledge of basic accounting principles with a minimum of one (1) year accounting experience preferred.
  • Working knowledge of and comfort with Microsoft Office programs including Word, Excel and Outlook is required.
  • Must have working knowledge of office equipment (i.e. copier, fax, scanner, calculator, etc.).
  • Must have, or be willing to obtain, CPR/AED certification.
  • Willingness to attend and pass any state required Assisted Living training or certification.
  • Strong organization/planning, verbal/written, multi-tasking and time management skills are vital.
  • Must possess attention to detail, demonstrated decision making, self-motivation and team work skills.
  • Must have a positive Criminal Background Screening.
  • Must pass a physical having no signs or symptoms of a communicable disease including tuberculosis where required.  Freedom from tuberculosis must be documented on an annual basis where required.

 

 

Allegro is an Equal Opportunity Employer.

 

 

 

Business Office Manager - Jupiter, FL

Our Company

Allegro Management Company is a well-respected leader and expert in the senior living industry with a long-standing reputation of efficiently managing senior communities. Allegro Management Company operates communities throughout Florida and Kentucky, with a home office in St. Louis, MO. 

Our Community

Inspired Surroundings for Sophisticated Seniors…Awarded the Senior Housing News Architecture & Design Award, Allegro's outstanding Jupiter Florida community offers unsurpassed independent, assisted living and memory care services with the lifestyle amenities and attentive 24-hours service you demand. However you choose to spend your day, on the golf course, continuing your education or just enjoying a relaxing day with friends and family, our helpful staff stands ready to assist you with event planning, transportation, or any arrangements you desire. If tasteful elegance inspires you, you've found your new home….at Allegro.

The Role

The primary responsibility of the Business Office Manager is to coordinate and manage office and personnel functions for the Community and provide assistance to the Executive Director (ED).

 

The Business Office

 

Areas of Responsibility:

  • Process and manage resident accounts. Post resident payments daily onto the resident's account, prepare deposits (balance cash to posting journal and bank deposits), take deposits to the bank daily, scan and send copies of deposit slips to St. Louis, assess monthly charges and generate statements. Collect all fees.
  • Account for move-in, move-out, transfer, charges and collections. Collect, compute and enter charges. Send out resident billings. Process refunds and correspondence related to refunds. Charge guest meals, tray service, escort services, additional laundry, and maintenance requests to resident, enter rate changes and verify accuracy of all charges on resident's account.
  • Oversee guest/associate meal program, tracking cash and preparing deposit to reconcile to daily receipts. Work closely with Dining Services Director to ensure accuracy of monies collected, deposited and coded into computer. Complete weekly and monthly reports for guest/associate meal activity.
  • Maintain the Community's petty cash funds according to Company Policies and Procedures, as assigned.
  • Negotiate for Community goods and services.
  • Train Department Heads in the use of the purchase order system, receive invoices and ensure accuracy of purchase order invoices and goods purchased. Code invoices and obtain proper authorization. Enter invoices into computer in a timely and accurate fashion. Train and monitor Receptionists in the use of purchase orders and the vendor filing system. Develop and maintain vendor relationships. Maintain up-to-date, accurate vendor information, such as addresses, phone numbers, and insurance information.
  • Hire, train, schedule, supervise, and coordinate the activities of the Assistant Business Office Manager (ABOM) and the Receptionists.
  • Oversee and monitor that ABOM and Receptionists are properly accounting for hours worked using time clock system.
  • Support all Human Resources functions if the Community does not have a Human Resources Director - the functions are listed in detail below.
  • Assist ED with associate recruitment process. This includes planning and conducting recruitment open houses, posting ads via media sources (i.e. newspaper, website, etc.) and soliciting other recruitment sources such as associate referrals when appropriate.
  • Manage and ensure adherence to the on-boarding process by advising management regarding reference checks, background checks, sex offender checks, and drug testing, etc.
  • Process all new hire paperwork. Input all information into the payroll system; process changes and terminations.
  • Conduct and coordinate New Hire Orientation for new associates.
  • Create and maintain personnel records including vacation, sick leave and personal leave records (i.e., FMLA, PLOA, and Worker Compensation).
  • Create and maintain current associate records for verification of completed mandatory training and in-service requirements. Ensure training documentation is survey ready at all times.
  • Create and maintain associate personnel files. This includes tracking and maintaining required AHCA Level II roster (if applicable), Criminal Background Checks, Motor Vehicle Reports, TB tests, safe-food handling, Company mobile device list, alcohol certifications and all required documentation. Ensure all personnel files and tracking logs are compliant and survey ready. 
  • Train new managers in the use of the time and attendance system; adding punches, approving punches, properly coding position and wages.
  • Compute hours from associate time cards, time sheets and from time clock system. Audit the information and enter into time and attendance system.  
  • Ensure Community payroll is processed, approved and submitted to St. Louis in a timely manner.
  • Maintain and complete Community Corrective Action Log on a quarterly basis. 
  • Maintain and complete the OSHA 300 Log on an annual basis.
  • Have a complete understanding of associate benefit programs to assist with enrollment and be associates' point of contact for questions or concerns.  Responsible for annual associate benefits open enrollment. 
  • Manage and monitor Workers Compensation claims and assist in closing open claims. Champion for the Light Duty program (Return to Work). 
  • Be point of contact for all associate relations to include complaints/concerns, corrective action, investigation, etc.  Partner with Executive Director and Director Employee Relations on appropriate resolution.
  • Maintain associate communication bulletin boards ensuring that appropriate labor posters are posted; current, neat and legally compliant.
  • Follow Company Policies and Procedures. Assure Policy and Procedures Manual and Forms Manual are current.  Participate in the development and updating of Business Office and Front Desk policies.
  • Maintain all resident files, emergency call lists (resident and associate) and all records required by the Company, federal, state and local jurisdictions.
  • Provide administrative, marketing and operational support as needed, including coordinating resident move-ins, move-outs and other administrative activities. 
  • Assist Receptionists by answering telephone calls and transferring to proper department, taking messages when necessary.
  • Oversee the processing, sorting and distribution of incoming mail.
  • Order, maintain, and store all administrative supplies and equipment.
  • Train ABOM and Receptionists on the resident emergency call system and the daily IL resident Wellbeing Check-in program; monitoring daily reports of IL residents not checked in or visually seen before a specific time, making verbal or visual contact with those residents and reporting the status of IL residents to ED or designee.
  • Train ABOM and Receptionists in work order entry process using the Company work order system; creating and monitoring work orders as assigned.
  • Establish administrative budget for the Community and assist in operating within the Community's budget guidelines. 
  • Provide services and interactions throughout the Community which delight residents, prospects, and the greater community with inspired experiences which result in referrals and high occupancy.
  • Maintain professional standards of personal appearance and grooming, which include wearing proper attire and name tag when on duty, and coach ABOM and Receptionists to meet this same standard.
  • Attend and participate in all meetings and training as required by Company policy and the ED. 
  • Be constantly watchful of signs that residents are not able to function independently or a change in resident's behavior.  Report all signs to the ED following Company policies and procedures.
  • Report any and all deferred maintenance, vandalism or hazardous situations to the ED as discovered and take appropriate action as necessary.
  • Ensure understanding of and compliance with all regulations regarding residents' rights.
  • Maintain confidentiality of all pertinent resident, associate, Community or Company information deemed as such.
  • Other duties as assigned.

Special Requirements/Certifications:

  • Must be a minimum of 18 years of age. State specific guidelines may apply.
  • High school diploma or equivalent. Some college preferred.
  • Minimum of one (1) year office-related experience preferred.
  • Experience with payroll processing, accounts receivable & payable, preferred.
  • Knowledge of basic accounting principles with a minimum of one (1) year accounting experience preferred.
  • Working knowledge of and comfort with Microsoft Office programs including Word, Excel and Outlook is required.
  • Must have working knowledge of office equipment (i.e. copier, fax, scanner, calculator, etc.).
  • Must have, or be willing to obtain, CPR/AED certification.
  • Willingness to attend and pass any state required Assisted Living training or certification.
  • Strong organization/planning, verbal/written, multi-tasking and time management skills are vital.
  • Must possess attention to detail, demonstrated decision making, self-motivation and team work skills.
  • Must have a positive Criminal Background Screening.
  • Must pass a physical having no signs or symptoms of a communicable disease including tuberculosis where required.  Freedom from tuberculosis must be documented on an annual basis where required.

 

 

Allegro is an Equal Opportunity Employer.

 

 

 

Job Details

Reference # 34426
Posted on 02 Nov 2018
Closes on 02 Dec 2018 13:02
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Location(s) Jupiter, FL
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