Job Details

Location:
AlmaVia of San Rafael515 Northgate DriveSan Rafael CA 94903
1

Actual pay decision based on factors including experience, skills and training

$90,000 to $110,000 Annually

Do you thrive in an environment where meaningful work happens every day? Do you want to make a difference in the lives of older adults?

AlmaVia of San Rafael is an enriching assisted living and memory care community in the heart of Marin, part of the Elder Care Alliance family. We provide exceptional, person-centered care that enhances the quality of life for our residents.

Our Culture of Excellence is built on a foundation of respect, integrity, and a commitment to the well-being of both our residents and our team members. We foster a collaborative and supportive environment where innovation and compassion drive everything we do.

We have an incredible opening for an Business Office Manager to help provide administrative support to our community. This is a fantastic opportunity if you enjoy a variety of responsibilities, and desire to advance your career in a growing industry with the best clients and team members!

Our Business Office Manager:

Human Resources Operations

• Serve as the primary HR resource at the community, collaborating with the Support Center to ensure consistency and compliance with organizational policies and procedures.
• Partner with department directors to process timely and accurate HRIS entries including hires, terminations, status changes, and payroll/timesheet approvals.
• Ensure employee file compliance with applicable federal, state, and local employment laws (e.g., Title 22, Wage Order 5, OSHA, FEHA, FMLA/CFRA).
• Manage the administration of employee benefits, including new enrollments, terminations, life events, and open enrollment, ensuring legal compliance.
• Monitor, track, and manage the leave of absence (LOA) process, including accommodations and job modifications.
• Audit and maintain team member documentation including health screenings, licenses, certifications, and required trainings to support ongoing licensure compliance.
• Coach and guide managers on employee relations matters, escalating issues to HR leadership when necessary.

• Lead onboarding and pre-onboarding processes to ensure a seamless new hire experience, including background checks, clearances, system access, and training participation.
• Partner with the Support Center to track and deliver mandatory training to ensure organizational and regulatory compliance.
• Manage employee engagement efforts, including the community rewards and recognition program.
• Collaborate with department leaders to improve retention and reduce turnover by fostering a positive team member experience.

• In partnership with the Executive Director, implement and monitor safety and risk management programs aligned with corporate and regulatory requirements.
• Maintain OSHA logs and related documentation to ensure timely updates and compliance with Cal/OSHA and Workers' Compensation laws.
• Coordinate workplace injury investigations and return-to-work programs.
• Partner with managers to identify training needs to mitigate workplace risks.
• Manage the Shoes for Crews program.

• Provide comprehensive administrative and project support to the Executive Director and Department Heads.
• Support front desk operations by coordinating closely with Administrative Staff to ensure seamless coverage and service.
• Lead and manage the Front Desk/Receptionist team, ensuring excellent customer service and efficient daily operations.
• Facilitate timely communication across departments to promote operational alignment and smooth day-to-day workflow.
• Oversee Resident Billing processes and collaborate with the Billing Department to ensure accuracy and timely resolution of issues.

• Promote the Mission, Vision and Values of Transforming Age in all areas of responsibility, and demonstrate commitment to Culture of Excellence and strategic goals
• Other duties as assigned

• Associate degree in accounting, business, finance, or human resources or the equivalent combination of education and experience. (Bachelor's preferred)
• Two to five years of experience in accounts receivable, payroll, and human resources.
• Minimum 1 year experience supervising at least one employee.
• The ability to speak, read and comprehend the English language.
• Experience with employee/customer relations, financial reports, bank reconciliations, and full cycle accounting.
• High level of proficiency with Microsoft Office Suite products (required - Outlook, Excel, Word).
• Ability to prioritize work and to prepare accurate and timely reports to meet required deadlines.
• Working knowledge of California labor laws, leave management (FMLA/CFRA/PDL), and Title 22 regulations.
• Current driver's license preferred.