Office Manager

Key Responsibilities

Regulatory & Legal Compliance (California-Specific)

• Maintain compliance with California Code of Regulations Title 22, Health & Safety Code, and RCFE (Residential Care Facility for the Elderly) requirements.
• Prepare for and support CCL inspections, deficiency corrections, and documentation audits.
• Ensure all resident records meet LIC 624, LIC 613A, LIC 627, LIC 625, and all required RCFE forms.
• Manage legally required reporting such as:
• • LIC 624 Unusual Incident/Injury Reports
  • Mandated reporting for elder abuse
  • Reporting to licensing within required timeframes
• Oversee HIPAA-compliant communication and uphold CA privacy expectations (including AB 1953 and PHI requirements).
• Maintain retention schedules for resident and personnel records per CA law.

Daily Operations Management

• Oversee smooth office operations including administrative workflow, scheduling, case/log management, and corporate reporting.
• Coordinate meetings, maintain compliance calendars, and ensure documentation is prepared for licensing and corporate audits.
• Operate payroll systems (ADP, Paycom, Paychex, UKG, etc.), track timecards, and process corrections in compliance with California labor laws, including:
• • Meal/rest break tracking
  • Overtime and double-time rules
  • Wage statements and pay period compliance
• Ensure service plans, residency agreements, and care records are accurate and updated.

Financial & Business Operations

• Manage resident billing, including room & board, care level charges, and ancillary services.
• Oversee accounts receivable, monthly statements, delinquencies, and payment plans.
• Process accounts payable and vendor documentation according to corporate and state guidelines.
• Prepare monthly business office reporting for regional and corporate leadership.
• Maintain petty cash, trust accounts (if applicable), and accurate financial documentation.

Staff Supervision & HR Support

• Supervise front desk, receptionist, office, or billing staff.
• Conduct hiring, onboarding, orientation, and training specific to California requirements (including DOJ background check / Live Scan, TB testing, and training mandates).
• Ensure personnel files meet CA regulations, including:
• • LIC 501 Personnel Reports
  • Completed job descriptions and signed policies
  • Annual training documentation (person-centered care, dementia training, first aid, etc.)
• Manage performance reviews and ongoing staff development.

Resident, Family, and Staff Interaction

• Serve as the primary administrative liaison for residents, families, responsible parties, and legal representatives.
• Manage resident files, contracts, service plans, financial documents, payment inquiries, and required notices.
• Prepare legal and administrative documents, including residency agreements, rent increase notices, withdrawal forms, and move-in/move-out summaries.
• Communicate clearly and professionally with residents and families regarding billing, compliance, and documentation requirements.

Compliance & Ethics

• Ensure ethical handling of resident information and adherence to privacy regulations (HIPAA, CA Consumer Privacy Act as applicable).
• Uphold strict confidentiality, document retention practices, and secure record storage.
• Implement and monitor compliance checklists, incident logs, and corrective actions.
• Maintain ethical standards in billing, admissions, and resident communications.

Qualifications

• 2–4+ years experience in senior living, healthcare administration, legal office management, or business office management.
• Strong working knowledge of California RCFE/Assisted Living regulations (Title 22).
• Demonstrated experience with contracts, compliance, payroll, HR files, and billing systems.
• Familiarity with EHR and billing platforms (PointClickCare, Yardi, Eldermark, PCC, etc.).
• Strong communication, confidentiality, analytical, and organizational skills.