Administrative Assistant

Description

At Heritage Springs Memory Care, we believe senior living should feel like home; warm, engaging, and full of life. Our community is dedicated to providing compassionate, personalized care in a supportive and uplifting environment where residents thrive and team members feel valued.

• Competitive Salary
• Comprehensive Medical, Dental & Vision Benefits
• Employer-Paid Life Insurance for Full-Time Employees
• 401(k) Retirement Plan
• Generous PTO & Paid Holidays
• Meaningful Work Serving Seniors and Families

The Administrative Assistant provides administrative, clerical, and operational support to ensure efficient daily operations within the community. Depending on the size, structure, and operational needs of the location, this role may provide front office support and general administrative assistance to community leadership and operations.

Responsibilities may include visitor support, scheduling, payroll preparation, personnel file maintenance, onboarding coordination, training and compliance tracking, resident census or tracking support, and general clerical assistance for the Executive Director (ED), Regional Director of Operations (RDO), or other leadership team members.

In communities with secured memory care services, this position may assist with visitor monitoring, secured entry procedures, and safety-related protocols in accordance with company policy and applicable regulations.

This role may also assist with special projects, audits, reporting, first-day onboarding paperwork, employee record tracking, and other operational or administrative duties as assigned.

Essential duties may include, but are not limited to:

• Provide administrative and front office support based on community operations and staffing structure
• Answer and direct incoming calls and assist residents, families, vendors, applicants, and guests in a professional manner
• Assist with visitor management and building access procedures in accordance with community safety protocols and secured memory care requirements where applicable
• Observe and report unusual activity, safety concerns, or potential elopement risks as appropriate
• Coordinate scheduling, calendars, meetings, and community communications
• Maintain office supply inventory and coordinate ordering of administrative materials
• Assist with payroll preparation, including timecard collection, review for accuracy, and submission; coordinate with supervisors to resolve discrepancies
• Respond to resident and family billing inquiries and coordinate with appropriate departments as needed
• Maintain accurate and compliant personnel, resident, and administrative files to support audit readiness and regulatory compliance
• Assist with resident census tracking, move-in/move-out documentation, and other clerical operational tracking as assigned
• Support preparation of reports, census data, compliance documentation, and materials for audits or regulatory reviews
• Assist with first-day onboarding paperwork and administrative onboarding coordination for new hires
• Track employee education, certifications, licensure, required acknowledgements, and training compliance as directed
• Enter and update employee or operational information within HRIS, payroll, scheduling, or other company systems
• Manage incoming and outgoing mail, packages, and deliveries
• Assist leadership with correspondence, clerical work, reporting, special projects, and operational initiatives as assigned by the ED, RDO, or corporate leadership
• Assist during emergency situations by following established safety and emergency procedures
• Promote a positive resident, employee, and family experience through professional, respectful, and compassionate interactions
• Maintain confidentiality of all resident, employee, applicant, and company information

• Provide administrative support to HR, recruiting, payroll, or operational functions as needed
• Assist with onboarding documentation, applicant paperwork, and personnel file organization
• Support interview scheduling, applicant tracking, and other recruiting coordination activities as requested
• Conduct initial phone screens for candidates when directed
• Assist with tracking employee evaluations, corrective action acknowledgements, benefit forms, and other employment-related documentation

• Full-time or part-time position…