Civitas Senior Living · 2 months ago
Regional Business Office Manager (CIV)
Fort Worth, TX
Full-time
Onsite
Mid LevelCivitas Senior Living is focused on providing exceptional senior living services, and they are seeking a Regional Business Office Manager (RBOM) to oversee financial and administrative functions of assigned communities. This role includes managing resident billing, collections, payroll support, and ensuring compliance and accuracy in financial transactions.
Real Estate
Responsibilities
Oversee all resident billing functions, including move-ins, move-outs, transfers, and rate changes
Generate timely monthly billing statements and apply late fees and applicable credits or adjustments
Ensure timely reconciliation of resident ledgers and accounts receivable balances
Review, code, and submit invoices to the accounts payable system; reconcile credit card statements and expense trackers weekly
Track and report financial metrics to leadership; support accruals and month-end closing procedures
Coordinate new hire and annual background checks, new hire onboarding, and employee terminations within company systems
Support payroll processing by verifying time entries, PTO, bonuses, and departmental allocations in collaboration with Executive Directors
Manage entry and tracking of time corrections, mileage reimbursements, and community-level bonuses
Utilize ERP platforms such as RealPage, Paycor, and others for transaction processing, ledger updates, and system audits
Maintain accurate vendor records and support the onboarding of new vendors
Conduct regular audits of resident and employee documentation to ensure data integrity and compliance
Submit required documentation, forms, and reports to internal stakeholders on a defined schedule
Serve as the primary administrative contact for community staff regarding billing, payments, and service inquiries
Respond promptly and professionally to phone calls, emails, and requests for assistance
Host or participate in weekly regional business office meetings with Executive Directors and community leaders
Provide regular status updates to leadership on delinquent accounts, outstanding invoices, and documentation needs
Monitor system integrations and ensure accurate resident movement data (move-ins, move-outs, transfers) is reflected across platforms
Assist with rate increase audits and ancillary billing processing
Complete RealPage tickets and other system requests submitted by supported communities
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
Enter ancillary billing charges to resident accounts monthly and send out resident billing statements and rate increase notices
Collect all monies owed to the community within the scope of the collection policy; develop and implement collection plans as needed
Update delinquent and prepaid notes weekly and attend collection update calls as needed
Coordinate with the Executive Director on all collection efforts
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
Work closely with accounting and finance teams to coordinate any corrections needed in the ERP system
Ensure all invoices are coded by the department manager and signed by the Executive Director
Enter all invoices into the AP system timely and accurately
Maintain accurate vendor records and relationships
Update the monthly expense tracker and ensure all invoices are submitted by the month-end deadline
Review, update, and approve all e-invoices in the AP system to ensure accuracy
Reconcile company credit card statements every two weeks and ensure receipts are attached for each transaction
Enter statement logs and receipts into the AP system each statement cycle
Reconcile monthly expense trackers with ERP system to ensure all expenses are posted prior to month-end close
Advise and coordinate with the Executive Director for any accruals that need to be requested
Provide a high level of customer service to all internal and external customers
Maintain a professional and friendly demeanor
Read, respond, and follow up on all written or verbal communications in a timely manner, including multiple email inboxes, Teams channels, and ticketing systems
Regularly review and audit all resident documents
Send out statements and renewals
Ensure compliance with and understanding of all regulations regarding residents’ rights
Attend training sessions as directed by supervisor
Follow and communicate company policies and procedures
Qualification
Required
Must be able to communicate effectively with residents, families, staff, and the general public
Must have compassion for and desire to work with the elderly
Must demonstrate the ability to work responsibly as a team member as well as an individual
Must be honest, fair, dependable, and respect confidentiality and residents' rights
Practice and promote the Community's Policies and Procedures, Mission Statement, Core Values, and Founding Principles
Must be computer literate and possess strong organizational skills
Must be able to perform the essential functions of the job with or without reasonable accommodation
Twisting, bending, crawling, squatting, kneeling, crouching, climbing, and balancing may be required frequently
Employees may be required to operate an automobile
Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, hostile individuals within the facility
May be exposed to bloodborne pathogens
Must be able to see and hear (or use prosthetics that enable these senses to function adequately)
Company
Civitas Senior Living
Passionate Service • Passionate Cleanliness • Passionate Care
Founded in 2012
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Cooper Vittitow
President and CEO
Amy Vittitow
Co-founder & Chief Marketing Officer
Recent News
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