Office Manager

Job Overview

Accountable for management of the administrative office and administrative support of the general operations of the community, in accordance with state and federal regulations and organization policies.

• Directly manage Receptionists and oversee Reception desk functions.
• Provide primary clerical support to the Executive Director: coordinate calendars and schedules, compose and type correspondence, and perform other administrative tasks.
• Serve as a team member on special projects and prepare reports on specific areas as requested by the Executive Director.
• Maintain resident directories, manuals, building fire lists, and the general administrative procedure manual.
• Admit new residents, scan resident updates into Vision software, report resident information to the corporate office, and maintain resident files.
• Maintain business associate and contract files, ensure vendor contracts and related information are current, and update the contract log for quarterly review.
• Maintain insurance reporting for company car/bus accidents and property/building losses, assist in gathering related information, and maintain reports in binder.
• Oversee ordering of office supplies, business cards, office equipment, and repairs.
• Manage postage and UPS functions, including monitoring and refilling the postage meter.
• Distribute internal mail and faxes; send written and verbal communication from the Executive Director in a timely manner.
• Prepare monthly newsletters and closed‑circuits TV slides for administrative communications.
• Provide notary services.
• Supervise and manage Receptionists’ regular responsibilities, including scheduling breaks and coverage as needed, and supervising activities related to garage and storage spaces and communication with facilities management.
• Respond efficiently to resident emergency situations, assess and route information quickly to appropriate parties, including 911 and the Emergency Call Center.
• Operate a multi‑telephone line system, including incoming calls, transfers, intercom calls, and accurate message transmission.

• Required:
  
  High School Diploma.
• Preferred:
  Bachelor’s Degree.
• Experience:
  
  2 years in an office or related field, and 2 years of management or leadership experience.

• Knowledge of general office practices and procedures.
• Understanding of continuing care retirement community operations is beneficial.
• Strong interpersonal, organizational, and communication skills (English, oral and written).
• Ability to handle a variety of tasks with limited supervision, maintain confidentiality, and demonstrate attention to detail.
• Clerical skills, accurate typing, and proficiency with Microsoft Office (Word and Excel).
• Ability to respond to emergency situations, assess and route information quickly.
• Proficiency with multi‑telephone line systems and accurate message transmission.

Pay Range: $58,972.00 – $81,178.00 per year.

Benefits include medical, dental, and vision insurance; employer‑paid group term life and disability; paid time off (PTO) and six paid holidays; 403(b) retirement plan with a 3% employer match; fitness center use at most facilities; and various voluntary benefits such as life, AD&D, tuition assistance, employee assistance program, legal services, home/auto insurance discounts, and pet insurance.

Covenant Living and Covenant Care at Home are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, or any other characteristics protected by local laws, regulations, or ordinances.