Regional Business Office Manager (CIV)

Overview

Manages financial and administrative operations for senior living communities.

Key Responsibilities

• invoice processing
• expense tracking
• ap entry
• erp audits
• billing statements
• collections

Tasks

-Review, code, and submit invoices to the accounts payable system; reconcile credit card statements and expense trackers weekly. -Update the monthly expense tracker and ensure all invoices are submitted by the month-end deadline. -Manage entry and tracking of time corrections, mileage reimbursements, and community-level bonuses. -Serve as the primary administrative contact for community staff regarding billing, payments, and service inquiries. -Support payroll processing by verifying time entries, PTO, bonuses, and departmental allocations in collaboration with Executive Directors. -Read, respond, and follow up on all written or verbal communications in a timely manner, including multiple email inboxes, Teams channels, and ticketing systems. -Advise and coordinate with the Executive Director for any accruals that need to be requested. -Complete RealPage tickets and other system requests submitted by supported communities. -Conduct regular audits of resident and employee documentation to ensure data integrity and compliance. -Practice and promote the Community’s Policies and Procedures, Mission Statement, Core Values, and Founding Principles. -Regularly review and audit all resident documents. -Ensure timely reconciliation of resident ledgers and accounts receivable balances. -Host or participate in weekly regional business office meetings with Executive Directors and community leaders. -Enter ancillary billing charges to resident accounts monthly and send out resident billing statements and rate increase notices. -Track and report financial metrics to leadership; support accruals and month-end closing procedures. -Monitor system integrations and ensure accurate resident movement data (move-ins, move-outs, transfers) is reflected across platforms. -Respond promptly and professionally to phone calls, emails, and requests for assistance. -Enter statement logs and receipts into the AP system each statement cycle. -Send out statements and renewals. -Ensure compliance with and understanding of all regulations regarding residents’ rights. -Generate timely monthly billing statements and apply late fees and applicable credits or adjustments. -Coordinate with the Executive Director on all collection efforts. -Provide regular status updates to leadership on delinquent accounts, outstanding invoices, and documentation needs. -Work closely with accounting and finance teams to coordinate any corrections needed in the ERP system. -Reconcile company credit card statements every two weeks and ensure receipts are attached for each transaction. -Assist with rate increase audits and ancillary billing processing. -Accept resident payments, record and post payments to the correct ledger within the AR system, and enter all move-ins, move-outs, transfers, and care level changes. -Follow and communicate company policies and procedures. -Ensure all invoices are coded by the department manager and signed by the Executive Director. -Collect all monies owed to the community within the scope of the collection policy; develop and implement collection plans as needed. -Submit required documentation, forms, and reports to internal stakeholders on a defined schedule. -Reconcile monthly expense trackers with ERP system to ensure all expenses are posted prior to month-end close. -Maintain accurate vendor records and relationships. -Provide a high level of customer service to all internal and external customers. -Enter all invoices into the AP system timely and accurately. -Oversee all resident billing functions, including move-ins, move-outs, transfers, and rate changes. -Coordinate new hire and annual background checks, new hire onboarding, and employee terminations within company systems. -Maintain accurate vendor records and support the onboarding of new vendors. -Coordinate with community teams at month-end to ensure all data in the ERP system is accurate prior to completing an AR pre-close per community. -Attend training sessions as directed by supervisor. -Utilize ERP platforms such as RealPage, Paycor, and others for transaction processing, ledger updates, and system audits. -Review, update, and approve all e-invoices in the AP system to ensure accuracy. -Update delinquent and prepaid notes weekly and attend collection update calls as needed.

Requirements

• computer literate
• teamwork
• compassion
• physical ability
• communication
• confidentiality

What You Bring

-Employees may be required to operate an automobile. -Must demonstrate the ability to work responsibly as a team member as well as an individual. -Must have compassion for and desire to work with the elderly. -Twisting, bending, crawling, squatting, kneeling, crouching, climbing, and balancing may be required frequently. -Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, hostile individuals within the facility. -Must be able to see and hear (or use prosthetics that enable these senses to function adequately). -Must be honest, fair, dependable, and respect confidentiality and residents’ rights. -Must be computer literate and possess strong organizational skills. -Maintain a professional and friendly demeanor. -Must be able to communicate effectively with residents, families, staff, and the general public. -Must be able to perform the essential functions of the job with or without reasonable accommodation.

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About Civitas Senior Living

-Their projects range from independent living to assisted living and memory care, often featuring signature programs that create vibrant community life. -Specializing in residential senior housing and healthcare services, they operate luxury, full-service communities in multiple states. -A standout: the ‘Passion Program’—a unique lifestyle initiative that blends chef-prepared dining, social experiences, and wellness into everyday life.

Sector Specialisms

Security Clearance

-coordinate new hire and annual background checks