Front office assistant Jobs in Santa Rosa, CA

Business Office Director

At Gallaher Signature Living, we curate an exceptional residential experience for active adultsone defined by refined hospitality, personalized service, and uncompromising standards of care. Our high-end Residential Care Facilities for the Elderly (RCFE) communities blend luxury living with regulatory excellence, resident safety, and a strong culture of employee safety, ensuring residents feel both indulged and secure.

The Business Office Director serves as the financial, administrative, and operational steward of the community. This senior leadership role oversees accounting, human resources, payroll, resident financial services, and administrative safety practices while ensuring full compliance with California Title 22 regulations applicable to RCFE operations and all applicable federal, state, and Company requirements. The ideal candidate brings precision, discretion, professionalism, and a safety-first leadership mindset, paired with hospitality standards befitting a boutique, high-touch organization.

Annual: $80,000-$85,000 per year, depending on experience Location: Santa Rosa, California Schedule: Monday - Friday with occasional nights and weekends

Key Responsibilities

• Direct all administrative and HR functions, including payroll processing, employee onboarding, orientation, benefits administration, and staff inquiries.
• Lead full-cycle recruitment efforts, including requisition creation, job postings, applicant screening, interview coordination, and hiring compliance.
• Ensure a seamless, welcoming, and brand-aligned onboarding experience for new team members.
• Maintain complete and compliant personnel files in accordance with Title 22, labor laws, and company standards.
• Coordinate and process payroll accurately and timely through Efficenter, collaborating with department leaders to verify hours and resolve discrepancies.
• Ensure payroll practices comply with federal, state, and Title 22 labor regulations.
• Oversee risk management and employee safety administration, including workers compensation reporting, workplace incident documentation, vendor insurance compliance, employee driver eligibility, and timely escalation of identified safety concerns.
• Oversee all community accounting functions, including daily cash handling, deposits, census reconciliation, accounts receivable, accounts payable, and month-end reporting.
• Manage resident billing processes, ensuring accuracy, transparency, and discretion in all financial communications.
• Ensure vendor invoices are processed promptly, and general ledger activities are maintained with precision and integrity.
• Prepare financial reports and analysis for the Executive Director, supporting informed decision-making.
• Ensure strict compliance with California Title 22 RCFE requirements as they relate to business operations, administrative systems, personnel records and clearances, required documentation, resident rights, safety practices, and licensing readiness.
• Maintain absolute confidentiality when handling sensitive employee, resident, and financial information.
• Support licensing surveys, audits, inspections, and emergency-preparedness reviews by maintaining accurate documentation, required records, employee clearances, and administrative readiness.
• Supervise front-of-house operations, including concierge, to ensure an elevated, high-end resident experience while maintaining resident safety, security, dignity, privacy, and appropriate professional boundaries at every touchpoint.
• Participate in daily Stand-Up meetings to align departmental priorities and communicate key updates.
• Support the marketing team by conducting community tours, attending events, and engaging warmly with prospective residents, families, and referral partners.
• Promote a culture of professionalism, collaboration, and refined service consistent with Gallaher Signature Livings brand.
• Foster a safe, secure, and welcoming environment for residents, team members, and guests by actively supporting employee safety, promptly reporting hazards and incidents, reinforcing safe work practices, and ensuring adherence to community safety protocols and operational standards.
• Provide administrative leadership for employee safety by supporting required training, emergency preparedness, injury and illness reporting, return-to-work coordination, and other workplace safety processes in accordance with Company policy and applicable law.
• Immediately report and appropriately escalate conditions that may threaten resident, employee, visitor, or community safety, and support corrective actions within the scope of the role.
• Mandatory participation in all disaster-related and emergency events impacting the community, including drills, evacuations, shelter-in-place events, utility disruptions, fire, severe weather, public safety events, and other emergencies, as directed by the Executive Director or designee and consistent with the communitys emergency and disaster plans.
• During emergencies, follow the established incident command structure, maintain clear communication and accountability, support resident and employee safety, and perform assigned duties within training, policy, and applicable law.
• Serve as a visible leader who models professionalism, attention to detail, and a hospitality-forward presence.
• Perform other duties as assigned by the Executive Director.

Requirements

• Minimum of 2+ years of experience in accounting, payroll, and human resources, preferably within senior living, hospitality, or a luxury service environment.
• Bachelors degree in Business Administration, Accounting, or a related field preferred.
• Proficiency with Microsoft Office Suite, HRIS systems, payroll platforms, and accounting software.
• Strong financial acumen with experience reporting to executive leadership.
• Demonstrated understanding of California Title 22 regulations, including personnel requirements, background clearances, and administrative compliance.
• Demonstrated ability to promote and administer workplace safety practices, including hazard reporting, incident documentation, emergency procedures, and workers compensation processes.
• Ability and willingness to participate in all required disaster and emergency response activities impacting the community, including outside normal business hours when necessary, consistent with Company policy and applicable law.
• Exceptional organizational, communication, and leadership skills in a fast-paced, service-driven environment.
• Demonstrated compassion and respect for older adults, including those with cognitive impairments.
• Ability to complete pre-employment physical requirements, including TB screening, as required.
• Ability to obtain and maintain criminal record clearance in accordance with Title 22 regulations.
• PHR or RCFE certification preferred.
• Spanish speaking strongly preferred.

Leadership Profile

• Resident-first leader who balances safety, autonomy, hospitality and operational reality.
• Visible, calm and decisive leader who earns trust in communities and communicates candidly at the executive table.
• Systems thinker who distinguishes isolated events from enterprise patterns and turns insight into durable operating discipline.
• Pragmatic innovator who tests assumptions, measures outcomes and avoids technology or programs that add complexity without value.
• Coach and standard-setter who combines empathy with clear expectations and consistent follow-through.

Travel, Availability & Working Conditions

Occasional travel to conferences and GSL communities is required. Mandatory participation and additional availability are required for disaster-related events, urgent resident-safety needs, licensing matters, or emergency-response situations impacting the community, as directed by the Executive Director or designee and consistent with Company policy and applicable law. The role requires a valid drivers license, required automobile insurance, an acceptable driving record, and ongoing eligibility for the GSL Employee Driving Program. The position routinely uses standard office technology and may require extended periods of sitting, standing, or walking during community visits and emergency response activities. Employees are expected to follow all workplace safety procedures, use required protective equipment when applicable, report hazards and injuries promptly, and avoid tasks for which they are not trained or authorized. Reasonable accommodation will be provided in accordance with applicable law.

Benefit Offerings

• Medical (PPO and HSA), dental, and vision insurance options (fulltime only)
• Flexible Spending Accounts (FSA) (fulltime only)
• Life insurance (fulltime only)
• 401(k) plan with safe harbor employer match
• Paid vacation and sick time for hourly team members; PTO plan for exempt team members
• Hourly staff members receive paid time off for their anniversary and birthday
• Paid holidays
• Paid bereavement
• Paid jury duty
• Complimentary meals for day-shift property employees from our award-winning dining programs
• Opportunities for career advancement and professional growth
• Extensive employer provided training for staff members at all levels

Equal Employment Opportunity Statement

GSL is an equal opportunity employer and makes employment decisions based on merit. We want to have the best available people in every job. Company policy prohibits unlawful discrimination based on race, color, creed, sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), religion (including religious dress and religious grooming), marital status, age, national origin or ancestry, citizenship, physical or mental disability