Business Office Manager in Medford, Oregon at Olympus EE LLC

At Waterford Assisted Living, we believe in creating environments where residents receive exceptional care and employees feel supported, valued, and empowered to do their best work.

We are seeking an organized, people-focused, and detail-oriented Business Office Manager (BOM) / Human Resources Coordinator to support the day-to-day business office and Human Resources functions of our Assisted Living community.

This is an excellent opportunity for someone who enjoys variety and wants to play an important role in both the business operations and employee experience of a senior living community.

About the Role

The BOM/ Human Resources Coordinator oversees key business office, payroll, and Human Resources functions within the facility. This position is responsible for accounts receivable, billing and collections, payroll processing, personnel records, onboarding, benefits coordination, employee relations, and general administrative support. The role partners closely with facility leadership and our Home Office teams to ensure accurate business operations, positive employee relations, and compliance with company policies and applicable requirements.

What You’ll Do

• Manage day-to-day business office functions, including resident billing, accounts receivable, and collections.
• Serve as the facility's on-site resource for Human Resources and payroll.
• Process payroll and maintain accurate employee, payroll, and benefits information.
• Coordinate new-hire onboarding, background checks, and personnel documentation.
• Support facility leadership with employee relations, performance management, corrective action, and other HR matters.
• Assist employees with payroll, benefits, open enrollment, and general HR questions.
• Partner with Home Office HR, Payroll, Benefits, Finance, and Talent Acquisition teams.
• Maintain accurate and confidential resident financial and employee personnel records.

Key Responsibilities

Business Office & Financial Administration

• Manage accounts receivable, resident billing, collections, and related business office processes.
• Maintain accurate resident financial records and supporting documentation.
• Monitor outstanding balances and conduct timely and professional collection follow-up.
• Assist residents and responsible parties with billing questions, account balances, and payments.
• Process payments, deposits, invoices, and other assigned business office transactions.
• Partner with facility leadership and Home Office teams to address billing, collections, and other financial matters.
• Maintain organized, accurate, and confidential business office records.

Human Resources & Employee Relations

• Serve as an on-site Human Resources resource for employees and facility leadership.
• Partner proactively with facility leadership to support positive employee relations and a productive work environment.
• Collaborate with the Home Office Human Resources team to implement company programs, policies, procedures, and initiatives.
• Maintain complete, accurate, and confidential personnel files for current and former employees.
• Support employee relations matters, performance management, corrective action, discipline, and terminations.
• Assist with workplace investigations as requested and in partnership with Human Resources leadership.
• Ensure required performance reviews and employee documentation are completed appropriately.
• Maintain confidentiality and professionalism when handling sensitive employee matters.

Payroll, Benefits & Onboarding

• Process facility payroll according to established payroll procedures and deadlines.
• Review employee timecards and accurately submit payroll and employee changes.
• Enter employee, payroll, and benefit changes into applicable company systems.
• Coordinate new-hire paperwork, onboarding, background checks, and other pre-employment requirements.
• Assist employees and Home Office teams with benefits and annual open enrollment.
• Maintain records related to workplace injuries and support workers' compensation reporting.
• Partner with Talent Acquisition to support facility recruitment and hiring needs as requested.

Required Qualifications

• High school diploma or equivalent.
• Three years of experience in accounts receivable, collections, office administration, business operations, Human Resources, payroll, or a related area.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and appropriately handle sensitive financial and employee information.
• Excellent customer service, interpersonal, written, and verbal communication skills.
• Ability to effectively prioritize multiple responsibilities and meet deadlines.
• Valid driver's license.

Preferred Qualifications

• Bachelor's degree in Accounting, Business Administration, Human Resources, or a related field.
• Previous Assisted Living, long-term care, senior living, or healthcare experience.
• Experience with accounts receivable, billing, and collections.
• Experience supporting payroll, benefits administration, onboarding, employee relations, or other Human Resources functions.
• Knowledge of employment practices and Human Resources compliance requirements.
• Experience using HRIS, payroll, billing, and Microsoft Office systems.

Benefits & Perks

• Hourly Range: $26.00 - $33.00 (depending on experience)
• Medical, dental, and vision insurance
• Paid time off and paid holidays
• Company-paid life insurance
• Short-term and long-term disability insurance
• 401(k) retirement plan
• Professional development and career growth opportunities
• Collaborative and supportive leadership culture
• Opportunity to make a meaningful impact in a mission-driven healthcare organization

Why Join Us?

As a Business Office Manager / Human Resources Coordinator, you'll have the opportunity to make an impact on both the operational success of the community and the experience of the employees who care for our residents.

If you're highly organized, approachable, detail-oriented, and enjoy a role where numbers and people are equally important, we'd love to hear from you.

Apply today and become part of our mission to be a Force for Good.