Front Desk Administrator

Summary:

The Concierge/Office Manager is often the initial contact and first impression of the community. They are responsible for greeting visitors, handling both external and internal calls from the residents, taking and passing on important messages and monitoring the entrance area for resident safety and cleanliness.

The Office Manager also responsible for administrative duties and tasks that support the entire community; director of community relations in the marketing and sales efforts within the community, administrative duties that support the executive director, wellness director, business manager, maintenance director, and dining service director in assisting the community to run smoothly and efficiently.

Qualifications

• Ability to effectively read, write and communicate in English.
• Ability to work flexible hours as needed
• Ability to multi-task
• Outgoing with excellent customer service skills
• Experience handling telephones
• Ability to work with management staff
• Ability to relate to residents and families
• Ability to relate to vendors
• Computer literate
• Good organizational skills
• Knowledge of quick books

Areas of Responsibility

• Front Desk
• Administrative Duties
• Department Support
• Bookkeeping

Front Desk

• Maintain professional atmosphere
• Maintain confidentiality, protect resident rights and dignity
• Manage entrance bell system
• Answer phone with a smile and "can do" attitude within three rings
• Manage resident call bell system
• Responsible for maintaining cleanliness and appearance of front entrance
• Stocking Sweet Shop
• Coordinating the incoming and outgoing faxes for all departments
• Monitoring and receiving visitors and resident logs
• Ordering of community supplies, office supplies including fax and copier machine
• Maintaining Purchase Order record log book
• Maintaining Emergency and Disaster Book

Administrative Duties

• Assist administrator with clerical needs
• Sorting mail for management and residents
• Maintain diet sheets and roster
• Maintain all inter home correspondence books, maintenance and emergency contact books
• Manage daily census, resident rosters and distribution
• Type and post daily menus
• Maintain the Daily Activity Board
• Computer entry - create and maintain administrative forms
• Assist with admission process including but not limited to taking initial photos, typing emergency forms and entering personal data information in Compucare
• Overseeing hiring process and managing chart: completion of initial application, reference checks and of all required documentation and medical forms.
• Maintain records of employee orientation, personal files and ongoing in-service training and annual health and PPD assessments.
• Coordinates and manages front desk coverage.
• Prepare bills for payment ensuring their accuracy with proper backup material and vendor contact if necessary.
• Maintain logs for state mandated inspections
• Maintain master staffing schedule, census for state surveys
• Maintain updated payroll registers, employee phone number listing
• Ordering office supplies and keeping inventory stocked
• Responsible for maintenance of office equipment
• Responsible for staffing of front desk
• Data input into Reps program

Department Support

• Completes preliminary discovery form and gives the information to the sales and marketing
• Inputs information into marketing software
• Manages availability of marketing brochures and collateral
• Ensure resident admission paperwork is in order working with Marketing Director, Wellness nurse, , physicians, rehab centers, and family members and giving appropriate forms to each department head
• Maintain resident roster, diets and files
• Process new employees and maintain employee files, keeping logs for nametags and uniforms
• Maintain follow up for employee physicals