Business Office Coordinator

Join Our Team at Vitality Living as a Business Office Coordinator at our Pine Valley Retirement Community! â

At Vitality Living we are more than just a place of work; we are a vibrant community dedicated to creating meaningful experiences for our residents families and team members. At Vitality everyone is not only encouraged to be themselves but also celebrated for it! Join us today and bring your individuality along!

Business Office Coordinator Responsibilities :

• Place orders for needed general supplies for the community at large track expenses on the appropriate department spenddown and maintain adequate supply of common items.
• Oversee community purchase card activity and use by department leaders ensure its secure storage and sign out / return processes scan purchase receipts and transaction receipt forms and post to the community folder within 48 hours of purchase.
• Facilitate new vendor setup by obtaining W9 payee information remittance details and other information needed to ensure smooth accounts payable activities and timely payments to vendors.
• Assist with community recruiting efforts by requesting job postings reviewing and dispositioning candidates scheduling on-site interviews preparing offer letters coordinating pre-employment activities monitoring onboarding activities etc.
• Coordinate the onboarding of new team members by scheduling and facilitating new hire orientation ensuring team member and leaders are informed of meetings preparing training materials ordering supplies or snacks etc.
• Complete New Hire Checklists to set up and maintain team member files that are compliant with both company policy and state regulations and are survey-ready at all times.
• Monitor community compliance with new hire and annual training requirements in the learning management system of record distribute reports bi-weekly to all department leaders update employee files with current training and ensure hourly team members are accurately paid for training done outside of normal work hours.
• Maintain complete and accurate records for training in-services or other items required by company policy or state regulation in order to prevent survey deficiencies.
• Work with the support office People & Culture department on team member leaves of absence and workers compensation claims report workplace injuries in a timely manner and coordinate light duty and return to work activities as needed.
• Prepare and disseminate reports or read outs on training timekeeping recruiting accounts payable accounts receivable occupancy or other items as requested.
• Set up and maintain resident files in accordance with company policies and ensure compliance with state regulations such that all resident files are survey-ready at all times.
• Ensure the security of and limited access to team member and resident physical files personally identifiable information (PII) personal health information (PHI) proprietary or financial information and other sensitive items records or files whether electronic or physical.
• Coordinate and participate in Vital Connections meetings in a manner that supports a smooth transition of trust from Sales to community leaders and creates a positive experience for residents and families.
• Track resident ancillary charges such as tray service outings etc. and complete ancillary charge worksheet as charges are incurred.
• Research and respond to general inquiries from residents or families regarding billing and escalate detailed or complex issues to the Community Accounting Specialist where appropriate.
• Receive deposit or rent payments made by check and scan check batches into the financial system of record for daily deposit.
• Collaborate with the Community Accounting Assistant on monthly statements and annual resident lease increase letters and hand-deliver hard copies to residents as requested.
• Serve on the community A-Team as needed in support of Sales and Marketing activities.
• Serve as backup to the community Concierge as needed or during vacancies
• Complete or assist with special projects as requested.
• Perform other duties as assigned.

Join us today if you meet the following requirements :

High school diploma or GED with associates degree in business or accounting preferred

At least 2 years business office experience in Assisted Living / Memory Care or related field

Exceptional teamwork skills

Excellent organizational skills and multi-tasking abilities

Demonstrated ability to manage confidential and protected information with diplomacy and tact

Strong attention to detail basic bookkeeping and organizational skills required

Proficiency in Microsoft Office suite with emphasis in Excel and Outlook

Working knowledge of basic accounting terminology and processes

Demonstrated ability to communicate effectively in English both verbally and in writing

Some of our benefits include :

Medical Dental and Vision Insurance

Generous PTO Plan

Monthly and quarterly perfect attendance bonuses

Job Details :

Full-Time

Vitality Living is an equal opportunity employer where you can Be You Be Vibrant and Belong.

Required Experience :

IC

Key Skills

Office Manager Experience,Microsoft Office,Customer Service,Computer Skills,Microsoft Outlook,Microsoft Word,QuickBooks,Medical office experience,Office Experience,Front Desk,Microsoft Excel,Administrative Experience

Employment Type : Full-Time

Experience : years

Vacancy : 1