Office Manager
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Job Location:
Van Buren, ME - USA
Monthly Salary:
Not Disclosed
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Job Summary
Position 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
Manage day-to-day office functions including phones mail filing supplies and scheduling.
Maintain accurate and confidential resident employee and financial records in accordance with HIPAA and state regulations.
Prepare correspondence reports and presentations for the Executive Director and department heads.
Coordinate billing invoicing and resident account management in partnership with the business office or accounting team.
Oversee office budgets purchasing and vendor contracts.
Resident & Family Support
Serve as the first point of contact for residents families and visitorsproviding professional compassionate customer service.
Assist with resident move-in and move-out documentation admissions packets and record updates.
Maintain an organized system for tracking resident paperwork service agreements and physician documentation.
Human Resources & Payroll Support
Assist with onboarding personnel file maintenance and HR compliance documentation.
Support payroll processing by verifying timecards attendance and employee schedules.
Coordinate staff communications trainings and meetings.
Regulatory Compliance & Reporting
Ensure all administrative processes meet state and federal assisted living regulations.
Prepare and maintain records for audits inspections and licensing renewals.
Support incident reporting quality assurance and risk management documentation.
Qualifications:
2 years of administrative or office management experience preferably in healthcare senior living or hospitality.
Strong organizational communication and leadership skills.
Proficiency in Microsoft Office Suite and facility management software (e.g. PointClickCare MatrixCare).
Knowledge of HIPAA state regulations and senior living industry standards.
Compassionate and professional demeanor when interacting with residents families and staff.
Work Environment:
Full-time on-site position.
Requires occasional evening or weekend availability during special events or emergencies.
Office-based with frequent interaction across departments and with residents.
Required Experience:
IC
Key Skills
- Office Manager Experience
- Microsoft Office
- Management Experience
- QuickBooks
- Accounting
- Office Experience
- Dental Office Experience
- Payroll
- Administrative Experience
- Eaglesoft
- Human Resources
- Bookkeeping
About Company
We are looking for a Certified Nursing Assistant (CNA) to join our growing team. The right candidate will have a strong background in healthcare. The day-to-day...
