Office Manager

Job Details:

Job Location:

RIVER OAKS WATERTOWN - WATERTOWN, MN, Salary Range: $20.00 - $25.00

Hourly,

Job Description:

Office Manager – Assisted Living

Position:
Office Manager
Department:
Administration / Resident Services

Reports To:

Executive Director / Administrator

Employment Type:

Full-Time

The Office Manager is responsible for overseeing the daily administrative and clerical operations of the assisted living community while supporting residents, families, and staff. This position requires strong organizational, communication, and leadership skills, along with a hands-on approach to daily operations.

• Oversee daily office operations and maintain an organized, professional work environment.
• Answer and direct phone calls, greet visitors, and assist residents, families, and vendors.
• Maintain resident files, employee records, office documents, and other confidential information.
• Assist with employee scheduling, timekeeping, attendance tracking, and payroll preparation.
• Assist with hiring paperwork, onboarding, orientation, and employee documentation.
• Maintain office supplies and coordinate ordering as needed.
• Assist with billing, invoices, expense tracking, and other financial or administrative tasks as assigned.
• Prepare reports, correspondence, meeting notes, and other required documentation.
• Assist with maintaining compliance with community policies, licensing requirements, and applicable regulations.
• Communicate effectively with management, staff, residents, families, and outside professionals.

• Provide courteous and professional customer service to residents, families, and visitors.
• Assist with resident inquiries, concerns, and requests, referring clinical or care-related matters to the appropriate staff.
• Support resident move-ins, move-outs, admissions paperwork, and record maintenance.
• Help coordinate appointments, meetings, transportation arrangements, and community activities as assigned.
• Maintain resident confidentiality and protect personal and medical information.

• Be willing and able to assist on the floor when staffing needs, resident needs, or emergencies arise.
• Support caregiving staff with appropriate nonclinical and resident-support duties within the employee’s training and authorized scope of practice.
• Assist with resident engagement, meal service, dining room support, and other daily activities as needed.
• Help respond to call lights, resident requests, and immediate needs within the employee’s training and role.
• Assist with maintaining a clean, safe, organized, and welcoming environment.
• Communicate resident concerns, changes in condition, safety issues, or incidents promptly to the appropriate care staff or supervisor.
• Provide backup support during staff shortages, breaks, busy periods, and unexpected situations.
• Work collaboratively with caregivers, medication aides, nurses, housekeeping, dietary staff, and other team members.
• Follow infection prevention practices, emergency procedures, resident rights, and all applicable community policies.

• Promote a positive, respectful, and supportive work environment.
• Assist staff and management with daily operational challenges.
• Demonstrate flexibility and a willingness to help wherever needed.
• Maintain professional boundaries and confidentiality.
• Serve as a role model for reliability, accountability, communication, and resident-centered service.

• Ability to sit, stand, walk, and move throughout the community during the workday.
• Ability to respond to operational needs in both the office and resident care areas.
• Ability to perform assigned floor duties consistent with…