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Office Administrator/ Coordinator Admin Assistant Healthcare Administration Office Assistant

Receptionist-PRN​/On-Call

Job in Grand Haven, Ottawa County, Michigan, 49417, USA
Listing for: Heritage Senior Communities
Per diem position
Listed on 2026-02-21
Job specializations:
  • Administrative/Clerical
    Office Administrator/ Coordinator, Admin Assistant, Healthcare Administration, Office Assistant
Job Description & How to Apply Below

Overview

Job description

This is a PRN/On-Call position.

Qualifications

Must possess a high degree of interpersonal relationship skills, and a capability of relating to a variety of people and personalities. Considerable initiative and judgment required. Word processing and clerical skills; pleasant telephone manner and greeting skills. Sympathetic attitude toward the care of the frail elderly; ability to read, write, and carry out directions; maturity to deal effectively with the demands of the job.

Scope

and Purpose

The Receptionist serves as an ambassador of this living center within the community and supports the Administrator in meeting the overall responsibilities of administration for the property. All responsibilities will be conducted in a manner that is consistent with the philosophy of this living center.

Duties and Responsibilities
  • Serves as an ambassador of goodwill to all who enter this living center.
  • Answers and screens incoming telephone calls in a courteous and professional manner. Routes calls and takes messages as appropriate.
  • Forwards messages using email to managers, supervisors and med techs. Holds written messages for staff to get on their breaks.
  • Greets visitors in a friendly, courteous, and professional manner. Screens and requires visitors to “sign-in” at the reception desk. Notifies residents of visitors. Instructs resident’s visitors according to resident’s instructions.
  • Gives basic residence information, such as brochures and informational packets, to persons wanting information about this living center.
  • Sorts mail for distribution on the same day it is received.
  • Maintain records / statistics regarding inquiries.
  • Assembles and maintains a stock of inquiry packets, move in packets, employee orientation packets, and other folders as directed.
  • Prepares name tags for resident door pockets and new employees as directed.
  • Maintains inventory of office supplies in the work room. Presents list of items needed to Office Manager or Community Relations Liaison.
  • Maintains POLO shirt inventory, distributes shirts as directed, send (fax or scan) payroll deduction forms to ORBIS when shirts are purchased by staff. Orders shirts according to protocol set by Administrator or Community Relations Liaison.
  • Prepare notices of events, provide to Housekeeping Supervisor or Community Relations Liaison for posting. Prepares invitations for mailing. Prints daily event notices for table tents.
  • Ask Pre-Screening questions. Upon completion, provide the information to the Resource Manager.
  • Type weekly menus for posting
  • ECP data entry as directed
  • Enters work orders in the computer
  • Follows policies, procedures and practices outlined in the Heritage Property Management Operations Manual; compliance with state and local licensing regulations; and federal and state fair-housing guidelines.
  • Monitors “comings and goings” in the front lobby
  • Maintains a clean and orderly work space.
  • Responds to all inquiries with the intent of achieving contact information for follow up by the Administrator, Office Manager, or Community Relations Liaison for residency or waiting list status.
  • Conducts tours for prospective residents, families, and referral resources if Administrator, Office Manager, Community Relations Liaison, or other supervisor is not available.
  • Maintain copies of forms
  • Puts supplies away
  • Sale of employee and guest meal tickets
  • Takes reservations and maintains guest list for special events
  • Other duties as assigned or as may be necessary to assure that the goals and objectives of this living center are met.
    • General Responsibilities
    • Comply with Life Safety policies and periodic “drills”
    • Participate in training opportunities
    • Report safety and health hazards to the Maintenance Supervisor
    • Work cooperatively with others on the same shift and across shifts
    • Report to work as scheduled
    • Treat all residents with dignity and respect
    • Observe residents for any change in condition (physical, emotional, cognitive or behavioral)
    • Communicate any change in condition to the Shift Supervisor
    • Comply with infection control protocols
    • Compliance with all Resident Rights including confidentiality
    • Compliance with the guidelines stated in the Employee Handbook

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