Administrative Assistant

Aventura Place Assisted Living is looking for an Administrative Assistant to join our team!

The Administrative Assistant is responsible for providing comprehensive administrative and operational support to the community. This position plays a key role in ensuring the smooth day-to-day operation of Aventura Place by coordinating staffing and schedules, managing supply ordering and inventory, assisting residents, families, staff, and visitors, and providing professional reception coverage.

The Administrative Assistant works closely with the Executive Director, department managers, and staff to maintain efficient operations, accurate records, adequate staffing coverage, and appropriate supplies throughout the community. This position may also participate in the community’s on-call rotation and provide assistance outside of normal business hours as needed.

• Coordinate daily staffing schedules to ensure adequate coverage for all shifts and departments.
• Maintain and update employee schedules, including call-offs, replacements, shift changes, and overtime.
• Communicate staffing needs and schedule changes to appropriate department managers and employees.
• Assist with finding coverage for open shifts and call-offs.
• Maintain accurate staffing records and scheduling documentation.
• Monitor attendance and assist management with identifying recurring staffing concerns.
• Assist with staffing-related communication and coordination during weekends, evenings, or other times as needed.
• Participate in the community’s on-call rotation and respond to staffing or operational needs when assigned.

• Manage the ordering of routine facility and departmental supplies.
• Monitor inventory levels and ensure adequate supplies are available for daily operations.
• Obtain pricing and place orders with approved vendors.
• Receive and verify deliveries and distribute supplies to appropriate departments.
• Maintain purchasing records, invoices, packing slips, and other related documentation.
• Communicate with vendors regarding orders, deliveries, shortages, substitutions, and billing concerns.
• Monitor supply usage and identify opportunities to reduce waste and control costs.
• Ensure orders are placed in a timely manner to prevent shortages or interruptions in resident care and community operations.

• Serve as a welcoming and professional first point of contact for residents, families, visitors, vendors, and employees.
• Answer and direct incoming telephone calls.
• Greet and assist visitors entering the community.
• Maintain visitor sign-in/sign-out procedures in accordance with community policies.
• Respond to general questions and direct concerns to the appropriate department or administrator.
• Monitor the front entrance and assist with maintaining a safe and welcoming environment.
• Receive and distribute mail, packages, deliveries, and other correspondence.
• Maintain a professional and organized reception area.

• Provide administrative assistance to the Executive Director and department managers.
• Prepare correspondence, reports, forms, schedules, spreadsheets, and other documents.
• Maintain accurate and organized administrative files and records.
• Maintain confidentiality of resident, employee, and community information.
• Assist with audits, inspections, surveys, and other administrative projects as requested.

• Provide courteous and professional assistance to residents and their families.
• Direct resident and family concerns to the appropriate department or administrator.
• Assist with communication between residents, families, staff, and administration.
• Help promote a positive, professional, and…