Job Description

Join a Team That Makes Every Day Meaningful — Mainstay Senior Living

At Mainstay Senior Living, we create environments where seniors can live their highest value — and we empower our team members to bring that mission to life. Together, we are building workplaces where people grow, feel valued, and make a real impact every single day.

A great employee understands that our work is both hard and deeply rewarding . At the end of the day, there’s nothing more satisfying than knowing you helped someone feel safe, cared for, and valued.

If you’re ready to join a missiondriven team that celebrates people, supports growth, and changes lives…

We’d love to meet you. Apply today and start making a difference.

Summary

The Business Office Manager is responsible for overseeing all administrative and financial functions of the assisted living community, including billing, accounts payable/receivable, payroll support, census tracking, and recordkeeping. This role also supports human resources processes and serves as the primary liaison for residents, families, and staff regarding financial and administrative inquiries. Success in this role is demonstrated by accurate reporting, compliance with internal policies and regulatory standards, and consistent, responsive support to the Executive Director and community staff.

Essential Duties and Responsibilities

• Maintain accurate financial and administrative records, including accounts receivable/payable, resident billing, deposit tracking, census data, and HR files.
• Prepare reports, admissions logs, and other operational documentation as required by policy and leadership.
• Process payroll support functions; track employee hours and benefits-related data in compliance with state/federal regulations.
• Maintain organized records for residents and employees, including contact lists, forms, rosters, and correspondence.
• Receive, distribute, and file mail and documentation for residents, staff, and leadership.
• Answer and direct incoming calls in a courteous, professional manner; assist residents, families, and staff as needed.
• Complete assigned typing and data entry at a minimum of 45 words per minute with accuracy.
• Assist the Executive Director with administrative support, special projects, reporting, and compliance activities.
• Ensure timely and accurate completion of forms, reports, and required documentation.
• Monitor and maintain accurate deposit records; verify deposit slips against receipts and update AR reports.
• Support compliance with privacy laws and internal confidentiality policies regarding resident and employee information.
• Maintain a welcoming and service-oriented office environment that reflects warmth, professionalism, and respect.
• Respond to and/or escalate difficult situations involving residents, families, or staff as appropriate.
• Cross-train and provide backup support for other administrative functions such as payroll or purchasing.
• Assist with inventory tracking, supply management, and coordination with vendors as needed.
• Identify and correct data entry errors in accordance with procedures.
• Support emergency response efforts including CPR if trained, and recognize urgent resident needs.
• Follow established policies, including attendance, dress code, and safety protocols.
• Report any safety, infection control, or policy violations to the appropriate personnel.
• Perform other related duties as assigned.

Education and Experience

• High school diploma or equivalent required.
• Post-secondary coursework in accounting, payroll, or business administration preferred.
• Minimum two (2) years of administrative or office management experience, preferably in a healthcare or senior living setting.

Knowledge, Skills, and Abilities

• Strong knowledge of accounts receivable, billing, payroll, and financial systems.
• Proficiency in Microsoft Excel, Word, and Windows-based reporting systems.
• Knowledge of federal and state payroll and employment regulations.
• Exceptional written, oral, and interpersonal communication skills.
• Demonstrated professionalism, discretion, and ability to maintain confidentiality.
• Strong organizational and time management skills with attention to detail.
• Ability to analyze data, solve problems, and manage multiple tasks under deadlines.
• CPR certification or willingness to obtain.
• Ability to lift up to 25 pounds and perform light physical tasks as required.

Work Environment / Physical Demands

This position is based in an assisted living facility office setting and involves prolonged sitting, repetitive computer work, and interaction with residents, families, and staff. Occasional exposure to infectious materials, environmental fluctuations, and emergency situations may occur as part of the healthcare environment.

Comprehensive Benefits

• Medical, Dental & Vision insurance with multiple plan options
• Companypaid Life Insurance
• Voluntary benefits: ShortTerm and Long-Term Disability, Accident, Critical Illness & more
• Paid Time Off
• Competitive pay and opportunities for advancement

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