Business & Accounting Office Manager

Friends House Retirement Community

Location: Sandy Spring, Maryland

Job Type: Full-Time | On-Site

Department: Finance & Administration

Reports To: Chief Financial Officer

Join Our Team at an Exciting Time of Growth!

Friends House Retirement Community is seeking an experienced, organized, and proactive Business Office Manager to oversee daily financial and administrative operations.

Located in Sandy Spring, Maryland, Friends House is an established, mission-driven senior living community offering Independent Living, Assisted Living, and Skilled Nursing services.

With plans for future community expansion, this is an exciting opportunity to join our team, work closely with leadership, and contribute to a growing organization.

The ideal candidate brings practical accounting knowledge, strong billing and collections experience, payroll processing skills, and a commitment to excellent resident service. This hands-on position combines financial operations with business office leadership and requires someone who takes initiative, works independently, and follows through.

Key Responsibilities

Accounting & Financial Operations

• Record and post cash receipts, bank deposits, and related transactions, ensuring accurate general ledger coding and documentation.
• Review accounts payable entries in Sage Intacct for accuracy, proper coding, supporting documentation, and approvals.
• Assist outside vendor with bank and general ledger reconciliations, investigate discrepancies, and resolve outstanding items.
• Support month-end accounting activities, financial schedules, reporting, and audits.
• Coordinate with internal and external accounting partners to maintain accurate and timely financial records.
• Review recurring vendor charges and assist with resolving invoice discrepancies.
• Follow established accounting procedures and internal controls.

Payroll – ADP Workforce Now

• Prepare and process bi-weekly payroll using ADP Workforce Now.
• Review timekeeping records, overtime, paid time off, and approved payroll adjustments.
• Coordinate with Human Resources and department managers to resolve payroll discrepancies and confirm required approvals.
• Maintain payroll records, prepare reports, and assist with payroll reconciliations and departmental expense allocations.
• Ensure accurate, timely, and confidential payroll processing.

Resident Billing, Accounts Receivable & Collections

• Manage resident billing for Independent Living, Assisted Living, and Skilled Nursing, including monthly charges, ancillary services, and account adjustments.
• Maintain accurate resident accounts and ensure timely preparation of billing statements.
• Monitor accounts receivable aging and directly follow up with residents, families, responsible parties, and payors on outstanding balances.
• Coordinate with outside billing and collection providers to track claims, denials, appeals, reimbursements, and collection efforts.
• Investigate billing discrepancies, unapplied payments, and overdue accounts.
• Coordinate payment arrangements and escalate difficult-to-collect accounts as appropriate.
• Prepare AR aging reports and collection updates for the CFO.
• Assist with documentation supporting account adjustments and proposed write-offs.

Medicare, Medicaid & Resident Financial Services

• Coordinate Medicare, Medicaid, managed care, private-pay, and other applicable billing activities.
• Work with outside billing specialists, clinical teams, and Medicaid caseworkers to resolve eligibility, documentation, and reimbursement issues.
• Assist residents and families with Medicaid applications, renewals, and related documentation.
• Coordinate with Admissions and clinical staff to maintain accurate resident census, payer information, and financial records.
• Review financial documentation for admissions, transfers, discharges, and move-outs.
• Explain billing procedures, payment expectations, and financial responsibilities to residents and families.
• Maintain records of resident deposits, prepayments, refunds, and payment arrangements.
• Coordinate resident trust or personal funds administration, where applicable, in accordance with established requirements.

Cash Management & Deposits

• Prepare and process daily bank deposits and accurately record receipts in the accounting system.
• Ensure payments are appropriately applied to resident accounts.
• Research deposit discrepancies, unidentified receipts, and unapplied cash.
• Maintain supporting documentation and assist with deposit and bank reconciliations.
• Follow established cash-handling procedures and financial controls.

Business Office Management & Administration

• Oversee daily Business Office operations and provide professional service to residents, families, employees, and visitors.
• Supervise and support the part-time receptionists, including scheduling, coverage, training, and administrative assignments.
• Maintain office records, correspondence, supplies, and administrative processes.
• Follow up on equipment problems and system access requests.
• Collaborate with Finance, Human Resources, clinical teams, and other departments to resolve operational issues.
• Identify opportunities to improve workflows, accuracy, and efficiency.
• Maintain confidentiality of resident, employee, payroll, and financial information.
• Perform other related duties as assigned.
• Abides by the standards and practices as set forth in the Corporate Compliance Code of Conduct.
• Adheres to the Organizations Policies and Procedures covering Privacy and Security in Compliance with HIPAA regulations.

Qualifications

Required

• Practical accounting knowledge, including general ledger transactions and account reconciliations.
• Experience with accounting, accounts receivable, billing, or related financial operations.
• Hands-on experience processing payroll, preferably on a bi-weekly schedule.
• Ability to post deposits, review accounts payable, and prepare bank reconciliations.
• Proficiency in Microsoft Office.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage competing deadlines, work independently, and maintain accurate records.

Preferred experience:

• 3+ years of accounting, billing, accounts receivable, or business office experience.
• 1+ years of senior living, assisted living, skilled nursing, long-term care, or healthcare billing experience.
• ADP Workforce Now experience, including bi-weekly payroll processing.
• 1+ year of Sage Intacct experience or experience with a comparable accounting system.
• Medicare, Medicaid, managed care, and private-pay billing experience.
• PointClickCare or similar healthcare billing system experience.
• Experience coordinating with outside billing and collection providers.
• Prior supervisory or business office management experience.
• Associate degree in accounting, finance, business administration, or a related field; equivalent relevant experience considered.

What Makes You a Great Fit?

We're looking for someone who is:

• Detail-oriented and accounting-minded, with a commitment to accurate financial records.
• Proactive and dependable, taking ownership of responsibilities and following through.
• Organized and efficient, able to balance payroll, billing, collections, accounting, and administrative deadlines.
• Comfortable with technology, including accounting systems, payroll software, and Excel.
• Professional and approachable, with excellent communication skills and a service-focused attitude.
• Collaborative and resourceful, comfortable working with residents, families, colleagues, and outside partners.

Why Join Friends House?

At Friends House, your work supports a community dedicated to helping older adults live well.

• Exciting growth ahead: Join an established senior living community preparing for future expansion.
• Meaningful work: Play an important role in supporting residents, families, and daily financial operations.
• Opportunity to make an impact: Help improve accounting processes, collections, and business office efficiency.
• Direct collaboration with leadership: Work closely with the CFO and colleagues across the organization.
• Variety and responsibility: Apply your accounting, billing, payroll, and administrative expertise in a hands-on position.
• Mission-driven environment: Become part of a collaborative team committed to serving older adults.

Apply Today!

If you're an experienced accounting or business office professional with strong financial skills and an interest in senior living, we'd love to hear from you.

Join Friends House Retirement Community and be part of our exciting next chapter!

Friends House Retirement Community is an Equal Opportunity Employer. We welcome qualified applicants from diverse backgrounds and experiences.

Salary Range:

70,000 - 85,000 USD

Shift Schedule:

Monday - Friday