Civitas Senior Living
Regional Business Office Manager (CIV)
Civitas Senior Living, Fort Worth, Texas, United States, 76102
Regional Business Office Manager
Location: Fort Worth, TX The Regional Business Office Manager (RBOM) is responsible for managing the financial and administrative functions of assigned senior living communities, including resident billing, collections, accounts payable, payroll support, vendor coordination, and customer service. This position ensures accuracy and compliance in all financial transactions and systems while providing high-quality support to internal and external stakeholders. Duties and Responsibilities
The following is a general list of key job duties and responsibilities in your position. The list is not to be considered inclusive, and you will be required to perform other duties/responsibilities as assigned by an authorized supervisor. Financial Operations 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.
Payroll & Human Resources Support 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.
Administrative Systems & Compliance 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.
Customer Service & Stakeholder Communication 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.
Process Improvement & Operational Support 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.
Accounts Receivable and Collections Responsibilities 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.
Accounts Payable Responsibilities 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.
Service Excellence Duties 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.
Resident Document Management Regularly review and audit all resident documents.
Send out statements and renewals.
Residents' Rights Ensure compliance with and understanding of all regulations regarding residents' rights.
Training Attend training sessions as directed by supervisor.
Other Follow and communicate company policies and procedures.
The job description provides a framework for the job; other duties may be assigned as necessary.
Key Job Requirements
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.
Physical Requirements
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).
Location: Fort Worth, TX The Regional Business Office Manager (RBOM) is responsible for managing the financial and administrative functions of assigned senior living communities, including resident billing, collections, accounts payable, payroll support, vendor coordination, and customer service. This position ensures accuracy and compliance in all financial transactions and systems while providing high-quality support to internal and external stakeholders. Duties and Responsibilities
The following is a general list of key job duties and responsibilities in your position. The list is not to be considered inclusive, and you will be required to perform other duties/responsibilities as assigned by an authorized supervisor. Financial Operations 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.
Payroll & Human Resources Support 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.
Administrative Systems & Compliance 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.
Customer Service & Stakeholder Communication 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.
Process Improvement & Operational Support 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.
Accounts Receivable and Collections Responsibilities 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.
Accounts Payable Responsibilities 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.
Service Excellence Duties 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.
Resident Document Management Regularly review and audit all resident documents.
Send out statements and renewals.
Residents' Rights Ensure compliance with and understanding of all regulations regarding residents' rights.
Training Attend training sessions as directed by supervisor.
Other Follow and communicate company policies and procedures.
The job description provides a framework for the job; other duties may be assigned as necessary.
Key Job Requirements
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.
Physical Requirements
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).