Administrative Assistant

Description

Department:
Administration

Job Title:

Administrative Assistant

Reports to:

Business Office Director

Status:
Non-Exempt

Responsible for supporting the leadership team in the community, specifically the marketing, and business office departments with functions such as communication with residents, families, and employees, resident billing, employee onboarding, move-in and lease coordination, and others. Supports all AR / AP and payroll functions for the community, as well as the front desk concierge team. Responsible for streamlining administrative procedures, inventory control, responding to calls and emails, and completing all administrative tasks as needed.

• a. High School Diploma or equivalent;
  Associate degree (AA) preferred.
• b.
  
  Experience:
  
  A minimum of 2 years’ experience working in a professional office setting.
• c. Special
  
  Qualifications:
  
  High degree of accuracy in all assignments; ability to manage time effectively, work with numerous interruptions, high degree of initiative, good judgment; employs professional ethics; has a pleasant manner, excellent communication skill. Ability to work in stressful environment and to work evenings and/or weekends as needed. Working knowledge of federal and state employment laws. Working knowledge of general accounting, billing, collections and expense management.
  
  Customer service and professionalism in person and on the phone. Ability to handle data with confidentiality, HIPPA compliant. Computer skills, including an understanding of Word, Excel, and Outlook required. Experience in creating and maintaining efficient filing and data storage systems (paper and electronic).

• a. Assist Business Office Director with administrative responsibilities.
• b. Produce and manage accounts receivable.
• c. Ensure correct coding of accounts payables and processes accordingly.
• d. Assist in residents’ contracts, execution, and renewals.
• e. Assist the Sales & Marketing team with inquiries, tours, move-ins, and other tasks as needed.
• f. Assist in training and/or counseling all concierges.
• g. Regular support with filing and data entry.
• h. Ordering office supplies and monitoring inventory of stock.
• i. Manage all resident and employee files.
• j. Maintain all pet records for the community and ensure they are compliant with all state requirements.
• k. Assist in month-end closing procedures.
• l. Participates in manager-on-duty program.
• m. Adheres to all policies and procedures of Cogir Senior Living.
• n. Other responsibilities and duties as assigned.