ESSENTIAL DUTIES AND RESPONSIBILITIES include the following below. Other duties may be assigned.
RECEPTIONIST:
Open/close the front desk. Provides breaks to the other receptionist throughout the day. Handles main phone line and puts calls through to appropriate staff. Answers the front door monitor and directs visitors as needed. Greets all visitors in a friendly, courteous and professional manner. Checks voice mail as needed and follows up in a timely fashion.
Takes calls from residents regarding maintenance requests, activity schedules, etc. Helps residents with problems/concerns by referring to appropriate staff. Writes memos pertaining to date, time and requests made by residents when inquiries are excessive or there are questions about functional abilities.
Enters all work order requests into the work order database immediately upon request from residents and/or staff.
Receives payments and signs up residents for monthly activities. Also receives monies from staff & residents for copies, activities, van tickets, meal tickets, donations, postage and keys. Gives receipts for all cash received and keeps cash in a separate moneybag from the cash drawer. Balances moneybag, quarter bag, and cash drawer at the end of the shift. All donations are immediately given to the Executive Assistant.
Assists Life Enrichment by taking activities requests and entering them in the electronic file, taking residents’ monies for the activity trips they want to attend and giving them their receipts along with their approved activities sign-up sheet.
Maintain, update and print daily reports from Care System, compares information against hospital/away list, and if needed, contacts a Care Coordinator to do a resident check.
Responds to emergency calls by notifying staff, monitoring who goes on calls, calling additional staff as needed.
Contacts Director of Facilities regarding all reported elevator breakdowns.
Notifies Director of Facilities of resident and staff requests for pest issue/extermination.
Assists residents who are locked out of their apartments by giving an extra key and sees that it is returned immediately. Coordinates with the Director of Facilities to order new keys when needed. Maintains key log for keys given out to vendors and/or residents and keeps systems to ensure the keys are returned.
Assists with record keeping procedures as needed, including maintaining a supply of applicable forms as necessary such as prospective resident folders for both senior living and assisted living.
Advises Leasing Manager at all times of any information pertinent to reception duties and smooth operation of the agency.
Updates the main resident list. Enters work orders for the new residents’ phone numbers to be programmed into communication system.
Office mail deliveries to the residents as needed.
OFFICE ASSISTANT:
Perform administrative tasks to support leasing and administrative functions. This includes organizing files, making copies, filing, performing data entry, making phone calls, documenting phone conversations and other administrative assignments, as needed.
Special projects as assigned by the Leasing Manager and or Chief Financial Officer.
Schedule: Requires flexibility to cover front desk duties during illnesses and/or vacations. Primary schedule is 9:00 AM to 5:30 PM Monday-Friday.
QUALIFICATIONS & EXPERIENCE: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
One year certificate from college or technical school; or three to six months related experience and/or training; or equivalent combination of education and experience.
Ability to read and interpret documents. Ability to write routine reports and correspondence. Ability to speak effectively one-on-one or to groups. Bi-lingual skills helpful (Russian and/or Spanish).
To perform this job successfully, an individual should have knowledge of Microsoft Outlook contact management systems, Microsoft Excel and Microsoft Word.
COMPENSATION/BENEFITS: $14.90/hr – $17.50/hr DOE
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