Site Manager

POSITION DESCRIPTION

SUMMARY: Provides high‑level administrative leadership to the community, oversees staffing, phone and visitor reception, preparing reports, addressing information requests, preparing correspondence, purchasing, accounting, arranging conference calls, scheduling meetings, and project‑based assignments. Provides oversight and leadership to Payroll, Financial Processing, Life Engagement, Concierge (Front‑Desk), and Housekeeping

• Serves as lead administrative resource to the Operations Manager

• In conjunction with the Operations Manager completes and processes monthly billing, invoices and other related accounting and bookkeeping.

• Creates staff schedule, provides direct leadership and oversight of staff schedule, Payroll, Financial Processing, Life Engagement, Concierge (Front Desk), Human Resource Functions.

• Delivers professional and courteous communication to families regarding community events, resident supply needs, care plan meetings and other communications as requested.

• Engages residents in meaningful conversation and activities related to their individual interests.

• Facilitates and/or participates in resident group activities.

• Oversees all aspects of general office coordination including petty cash, deposits, accounts payable, payroll, human resources, benefits, all related files (employee, resident, vendor and contracts), copying, faxing, mailing, and filing.

• Organizes and maintains file system, scans invoices/documents for electronic storage, and files correspondence and other records including human resources coordination.

• Maintains community calendars to coordinate workflow and meetings and coordinates meetings and conferences.

• Acts as backup to Operations Manager on all confidential HRIS activities.

• Ability to work with and maintain confidentiality of personnel records.

• Prepares agendas, takes meeting minutes, and makes arrangements for meetings.

• Answers phones and transfers to appropriate staff member.

• Opens, sorts, and distributes incoming correspondence, including faxes and emails.

• Signs for and distributes UPS/Fed Ex or similarly delivered packages.

• Assists in the development of monthly community newsletters, preparing and posting activity calendars, and written family communications.

• Submits and tracks work orders and service requests for community needs.

• Purchases flowers, badges, supplies, and uniforms using proper procedures and within the assigned community budget.

• Supports community staff in assigned, project‑based work.

• Budgetary responsibilities include ensuring purchases are within assigned community budget.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.