Business Manager

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Career Details:

Heart Havens is seeking a professional Business Manager to work in collaboration with the CEO, COO, Controller and other business partners throughout the organization to manage the company's business operations, including property management, accounts receivable, and accounts payable.  This role ensures smooth and efficient financial and administrative functions across key operational areas.

We are looking for people who will encourage the people we support to be true members of their communities by helping them connect to community resources and events and motivating them to try new things.  At every level of our organization, we look for people who think creatively, are team players, have strong attention to detail, and are passionate about providing inclusive communities for people with developmental disabilities.

Requirements:

Job Requirements: 

Required Education and Experience:

· Associate's degree in Business Administration, Finance, Accounting, or related field.

· Minimum of 2 years of relevant experience in a related field.

Preferred Education:

· Bachelor's degree in Business Administration, Finance, Accounting, or a related field.

Required Knowledge, Skills, and Abilities:

• Financial      Management:      Demonstrated ability to project expenditures, monitor operating budgets,      and perform accounting tasks in accordance with best practices.
• Communication      & Interpersonal Skills: Excellent written and oral communication      skills with a proven ability to build relationships, foster collaboration,      and proactively resolve conflict.
• Organizational      & Time Management: Highly organized with meticulous record-keeping      skills and a proven ability to manage a calendar efficiently, prioritize      tasks, and anticipate business needs.
• Problem-Solving      & Decision-Making: Strong critical thinking and decision-making skills      with the ability to work independently, exercise sound judgment, and      maintain confidentiality.
• Confidentiality: Demonstrated      ability to handle highly sensitive and confidential information with      discretion and integrity.
• Mission      Alignment:      A deep understanding of and commitment to the Heart Havens mission and      values.

· Proficiency in Microsoft applications (Word, Excel, PowerPoint, Access, Outlook, etc.) 

Essential Functions: 

Administrative Leadership and Management

· Develop tools and systems to provide essential financial and operational insights to the CEO and COO, making strategic and operational recommendations.

· Collaborate with IT contractors to address hardware and software needs as the organization grows.

· Manage and maintain the company's business certifications and statuses, including tax-exemption status, leases, and other related matters.

· Oversee maintenance of office infrastructure, including phone systems, offsite storage, and security systems. 

· Manage company accounts, ensuring they are current and compliant with regulations.

· Serve as the primary contact for company accounts, provide team members with training, and ensure data accuracy and regulatory compliance.

· Organize and update the finance drive to ensure procedures, contracts, and shared documents are current and accessible.

· Organize and prepare contracts, paperwork, and checks for CEO approval and signature.

· Perform administrative tasks to support the HR Department, including filing, document preparation, data entry, and record maintenance, ensuring accuracy and confidentiality of all HR documents.

· Handle administrative tasks such as sorting mail, ordering office supplies, preparing for meetings, and managing the conference room calendar.

Financial

· Manage responsibilities within Accounts Payable and Accounts Receivable.

· Conduct routine Medicaid billing, resolve billing discrepancies, and troubleshoot any issues.

· Accurately upload and code invoices.

· Ensure strong internal controls and precise documentation for billing, meeting requirements for independent and government audits.

· Review and code company credit card transactions, and follow up with staff for any missing receipts.

· Monitor and reconcile petty cash at program sites.

· Oversee representative payee activities for program participants.

· Lead the annual lease renewal process and manage lease updates.

Property Management

· Oversee maintenance activities for group homes and company vehicles, ensuring timely servicing and repairs for operational efficiency.

· Manage and track contracts, service agreements, and warranties for capital equipment.

· Maintain a list of vetted contractors to address various maintenance needs at each home.

· Oversee the maintenance ticketing system to track and resolve service requests promptly.

· Monitor and manage maintenance expenses to ensure cost efficiency.

· Obtain and review quotes for repairs and capital projects, presenting recommendations for approval.

· Manage the company’s vehicle fleet, including tracking mileage, scheduling maintenance, ensuring compliance with regulations, and handling vehicle registration and inspections.

· Collaborate with the Development team on grant applications for fleet and maintenance funding.

· Schedule routine services such as dryer vent cleaning, gutter cleaning, and leaf removal.

· Coordinate and schedule regular home inspections.

Perform other duties as assigned.