Office Manager & Billing Coordinator

JOB SUMMARY: The Office Manager & Billing Coordinator is responsible for overseeing daily administrative operations while maintaining full ownership of resident billing, accounts receivable, and accounts payable functions.

This role ensures accurate invoicing, timely collections, proper vendor payments, and organized office operations that support leadership, staff, and compliance requirements. The position serves as a central coordination point between operations, HR, payroll, and finance, with a strong emphasis on accountability, accuracy, and confidentiality.

Billing and financial responsibilities are the primary priority of this role.

ESSENTIAL FUNCTIONS:

1. Billing & Financial Operations (Primary Responsibility)

• Prepare and issue resident invoices accurately and on schedule
• Maintain complete and accurate billing records for all residents
• Monitor accounts receivable and follow up on outstanding balances
• Communicate with residents, families, and responsible parties regarding billing and payments
• Post incoming payments and maintain accurate financial records
• Process billing adjustments, credits, and corrections as needed
• Receive, review, and process vendor invoices (Accounts Payable)
• Ensure all invoices are properly approved prior to payment
• Prepare and process vendor payments in a timely manner
• Reconcile billing, payment, and financial records
• Assist with monthly financial reporting and documentation
• Support audits and financial reviews as requested

2. Office Management & Administrative Operations

• Oversee day-to-day office operations and administrative workflow
• Maintain organized and compliant documentation systems
• Manage office supplies and coordinate vendor services
• Answer and direct phone calls and inquiries professionally
• Greet visitors and provide appropriate assistance
• Coordinate meetings, schedules, and internal communications
• Ensure efficient communication between departments

3. Documentation & Compliance Support

• Maintain organized employee, resident, and operational records
• Ensure documentation meets company standards and regulatory requirements
• Support audits, surveys, and compliance reviews
• Maintain confidentiality of all sensitive information

4. HR & Payroll Support (Administrative Only)

• Assist with onboarding paperwork and new hire documentation
• Track employee certifications, training, and evaluation dates
• Support timekeeping documentation and payroll coordination
• Provide forms and administrative support to employees as directed

This role does not hold ownership of HR or payroll functions but provides support as needed.

5. General Operational Support

• Assist leadership with administrative and operational projects
• Support scheduling coordination when needed
• Help coordinate staff meetings, trainings, and internal initiatives
• Perform other duties as assigned within the scope of the role

RESPONSIBILITIES

• Maintain strict confidentiality of financial, employee, and resident information
• Ensure accuracy and timeliness of all billing, financial, and administrative tasks
• Communicate professionally with staff, residents, families, and vendors
• Follow all company policies and applicable regulations
• Maintain professional conduct, attendance, and punctuality
• Take ownership of assigned responsibilities and meet performance expectations

JOB REQUIREMENTS:

• Ability to sit and work on a computer for extended periods
• Ability to lift and carry office materials up to 25 pounds

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Licensure / Screening / Eligibility

· Must be able to pass applicable background screening requirements as determined by company policy and/or state requirements

· Must maintain eligibility for employment in a regulated care environment

· Valid driver’s license and reliable transportation required (due to multi-home travel expectations)

FLSA Classification

This position is classified as Non-Exempt (Hourly) and is eligible for overtime in accordance with federal and Kansas wage and hour laws.

Physical Requirements

· Ability to sit and use a computer for extended periods.

· Ability to lift and carry office materials up to 25 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

Work Environment

• Office environment within a residential long-term care organization.

• Interaction with staff, management, and external vendors.

• Professional setting requiring discretion, organization, and reliability.

Pay: $25.00 - $30.00 per hour

Work Location: In person