Job Description
Job DescriptionPosition Summary:
The Office Manager oversees the daily administrative operations of the assisted living facility, ensuring efficient office management, accurate recordkeeping, excellent customer service, and compliance with regulatory requirements. This role serves as the central communication point between residents, families, staff, and external partners, supporting the Administrator and leadership team in maintaining a smooth, organized, and welcoming environment.
Key Responsibilities:
Administrative & Office Operations
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Manage day-to-day office functions including phones, mail, filing, supplies, and scheduling.
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Maintain accurate and confidential resident, employee, and financial records in accordance with HIPAA and state regulations.
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Prepare correspondence, reports, and presentations for the Executive Director and department heads.
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Coordinate billing, invoicing, and resident account management in partnership with the business office or accounting team.
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Oversee office budgets, purchasing, and vendor contracts.
Resident & Family Support
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Serve as the first point of contact for residents, families, and visitors—providing professional, compassionate customer service.
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Assist with resident move-in and move-out documentation, admissions packets, and record updates.
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Maintain an organized system for tracking resident paperwork, service agreements, and physician documentation.
Human Resources & Payroll Support
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Assist with onboarding, personnel file maintenance, and HR compliance documentation.
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Support payroll processing by verifying timecards, attendance, and employee schedules.
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Coordinate staff communications, trainings, and meetings.
Regulatory Compliance & Reporting
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Ensure all administrative processes meet state and federal assisted living regulations.
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Prepare and maintain records for audits, inspections, and licensing renewals.
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Support incident reporting, quality assurance, and risk management documentation.
Qualifications:
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2+ years of administrative or office management experience, preferably in healthcare, senior living, or hospitality.
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Strong organizational, communication, and leadership skills.
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Proficiency in Microsoft Office Suite and facility management software (e.g., PointClickCare, MatrixCare).
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Knowledge of HIPAA, state regulations, and senior living industry standards.
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Compassionate and professional demeanor when interacting with residents, families, and staff.
Work Environment:
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Full-time, on-site position.
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Requires occasional evening or weekend availability during special events or emergencies.
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Office-based with frequent interaction across departments and with residents.