Administrative Specialist

Description

At OPS Living, first impressions matter. The Administrative Specialist serves as the welcoming face of the community while providing essential administrative support that helps ensure smooth daily operations. Whether greeting families, answering questions, assisting residents, supporting employees, or helping organize the business office, this position plays a critical role in creating an exceptional experience for everyone who enters the community.

The Administrative Specialist is responsible for providing outstanding customer service while supporting front office operations, resident and family communication, employee assistance, administrative tasks, record management, and community organization. This role works closely with the Business Office Manager, Executive Director, and department leaders to maintain an organized, efficient, and resident-centered environment.

This position is ideal for someone who enjoys helping people, thrives in a fast-paced environment, communicates professionally, and takes pride in creating positive first impressions.

At OPS Living, our mission is simple:

We care deeply for our team, our clients, and our community.

We provide safe, affordable, and loving communities where seniors can thrive. Every team member helps create an environment where residents feel respected, valued, and at home.

Our core values guide how we work every day:

• Serves Reliably – We follow through on our commitments and provide dependable support to residents and teammates.
• Utilizes Unconventional Collaboration – We solve problems together and support one another across departments.
• Celebrates Regularly – We recognize effort, progress, and accomplishments.
• Enjoys the Journey – We bring positivity, gratitude, and purpose to our work.

• Welcome residents, families, visitors, vendors, and prospective residents with professionalism and warmth.
• Answer incoming telephone calls promptly, courteously, and direct calls appropriately.
• Monitor the community entrance and assist visitors while maintaining resident safety and security.
• Provide information regarding community services and direct questions to appropriate team members.
• Maintain a professional, organized, and welcoming front office environment.
• Assist with receiving and distributing mail, deliveries, and packages.

• Provide administrative support to the Executive Director, Business Office Manager, and department leaders.
• Prepare, organize, file, and maintain community records and administrative documents.
• Assist with data entry, copying, scanning, filing, and document preparation.
• Monitor office supply inventory and assist with ordering as directed.
• Maintain organized administrative systems that support efficient daily operations.
• Assist with special projects and community initiatives as assigned.

• Assist residents and families by answering questions or connecting them with the appropriate department.
• Help coordinate communication between residents, families, and leadership.
• Provide exceptional customer service while maintaining confidentiality.
• Support move-in and move-out administrative processes as assigned.
• Help ensure residents and families feel welcomed, informed, and supported.

• Assist with new hire paperwork, onboarding documentation, and employee file organization.
• Help maintain personnel records in accordance with company policies.
• Assist employees with routine administrative questions.
• Support payroll, scheduling, and business office functions as directed by the Business Office Manager.
• Maintain confidentiality of employee and resident information at all times.

• Assist with maintaining calendars, meeting schedules, and community communications.
• Support resident events and community activities as needed.
• Communicate operational concerns or opportunities for improvement to leadership.
• Help ensure the front office remains organized, professional, and survey ready.
• Demonstrate flexibility by assisting other departments when community needs arise.

• Work collaboratively with every department to…