Job Description

Job Title: Accounts and Admin Officer

Department: Administration and Finance

Report To: Senior Manager

Job Summary:

The Accounts and Admin Officer will oversee financial operations and administrative activities within the senior living community. The individual will manage day-to-day financial records, handle billing, payroll, and ensure efficient coordination of administrative tasks to support the needs of the residents and staff.

Key Responsibilities:

Accounts/Finance Responsibilities:

• Billing and Invoicing:
• Prepare and issue invoices to residents and families for monthly rent, services, and other expenses.
• Manage resident account statements, ensuring timely collection of payments.
• Financial Record-Keeping:
• Maintain accurate and up-to-date financial records, including income, expenses, and accounts receivable/payable.
• Handle bookkeeping duties using accounting software (e.g., Tally, QuickBooks).
• Monitor budgets and track expenses to ensure they are within allocated limits.
• Payroll Management:
• Process payroll for the staff, ensuring timely and accurate salary payments.
• Keep records of employee salaries, bonuses, and deductions (such as taxes, insurance, etc.).
• Vendor Management:
• Handle payments to vendors and service providers.
• Manage contracts with external suppliers, ensuring that all invoices are correctly processed and paid on time.
• Banking and Reconciliation:
• Perform monthly bank reconciliations to ensure accurate financial reporting.
• Handle cash management, including deposits, petty cash, and bank transactions.
• Financial Reporting:
• Prepare monthly, quarterly, and annual financial statements and reports for management.
• Assist in preparing for audits and work with external auditors during financial reviews.

Administrative Responsibilities:

• Office Management:
• Manage day-to-day administrative functions such as answering phones, handling correspondence, filing, and record-keeping.
• Ensure proper maintenance of office equipment and supplies.
• Coordinate with IT and maintenance teams for any technical or infrastructural issues.
• Resident Services Support:
• Maintain records of resident profiles, services provided, and other relevant information.
• Assist in coordinating resident admissions, discharges, and transfers.
• Ensure all resident inquiries and requests are handled promptly.
• Compliance and Documentation:
• Maintain and update records related to government compliance, licenses, insurance, and other regulatory requirements.
• Ensure that all documentation for residents and employees is properly stored and accessible.
• Human Resources Support:
• Maintain employee files, leave records, and contracts.
• Assist with recruitment and onboarding of new staff, including background checks and verification of credentials.
• Coordinate staff training programs and assist in managing performance reviews.
• Event and Meeting Coordination:
• Organize staff meetings, resident activities, and family events.
• Prepare meeting agendas, minutes, and follow-up on action items.
• Inventory Management:
• Maintain stock of office and medical supplies, ensuring timely replenishment.
• Oversee procurement and manage relationships with suppliers to get the best rates for supplies.
• Customer Service:
• Act as a point of contact for residents, families, and staff, handling queries, complaints, and requests efficiently and professionally.
• Provide assistance to residents and their families in understanding invoices and payments.

Skills and Qualifications:

• Educational Requirements:
• Bachelor's degree in accounting, business administration, or a related field.
• Certification in accounting software (preferred).
• Experience:
• 2-5 years of experience in accounting and administrative roles, preferably in healthcare, hospitality, or senior living.
• Experience in payroll processing and financial reporting.
• Skills:
• Proficiency in accounting software (e.g., Tally, QuickBooks) and MS Office Suite (Excel, Word).
• Strong organizational and multitasking abilities.
• Attention to detail and accuracy in financial reporting.
• Excellent communication and interpersonal skills.
• Problem-solving skills and ability to handle confidential information with integrity.

Working Conditions:

• Full-time position in a senior living community.
• Interaction with residents, families, staff, vendors, and external service providers.
• Some weekend or evening work may be required for special events or financial deadlines.

Key Performance Indicators (KPIs):

• Timeliness and accuracy of billing and payroll processing.
• Proper maintenance of financial and resident records.
• Compliance with regulatory requirements and timely submission of reports.
• Resident and staff satisfaction in administrative and financial processes.

Job Type: Full-time

Pay: From ?25,000.00 per month

Schedule:

• Day shift

Experience:

• Tally: 1 year (Preferred)

Work Location: In person