Job Title:

Operations Coordinator

Department/Group:

Administration/Non-Exempt

Company Philosophy

Arrow Senior Living Management wantseveryperson who chooses to join our teamto understand that they playa very importantpart in a much larger story of residents’ lives. It is our hope that Arrow team members create joy-filled memorieswith this respected generation. And because there is no greater gift that someone can give than their time, we thank you for your generosity.

Key Accountabilities

1)Be the First Faceofthe community. As the first encounter a visitor has with the community, you will serve as the welcoming host, providing exceptional customer service during every interaction.

2)Be the Go-To Guide. Answer, or help find the answer, to any questions receivedby residents, vendors, guests, or employees, whether in person,telephone, or email.

3)Be an Exceptional Assistant. Assist the administrative team in completing any tasks assigned and ensure that phone callsand emails are answered in a timely and professional manner.

4)Be an Accurate Accountant.You are detail-oriented and conscientious, tracking resident occupancy, ensuring accurate resident billing, and correctly applying payments and credits to resident accounts.

Duties

This position description is designated to outline primary duties, qualifications, and job scope, but not limit the individual or the organization to just the work identified.It is our expectation that each employee will offer his/her services wherever and whenever necessary to ensure the success of our endeavors.

• Present a professional demeanor that communicates a corporate philosophy of service, goodwill, and genuine interest in each resident’s needs.
• Provide first-class customer service.

• Handle receipt of vendor invoices and distribution to appropriate department head. Submit vendor invoices weekly to the Home Office after ensuring all are coded and approved.
• Respond to vendor inquiries regarding payment status promptly and professionally, utilizing accounting software to provide detailed information.
• Ensure all check requests are completed entirely and accurately before submission to the Home Office for processing.
• Review Resident Status Change, Move In, and Move Out Forms are completed entirely and accurately before submission to the Home Office for processing.
• Maintain daily occupancyrecords in healthcare software system and work with Executive Director to ensure all necessary forms are submitted when changes occur.
• Make monthly calls to collect unpaid balances.
• Work with Executive Director to provide accurate status of collecting any open accounts receivable balances monthly.
• Maintain archival records of all check requests, vendor invoices, resident payments, and status change forms submitted to the Home Office.
• Responsible for distribution,tracking distributions, replenishment, and reconciliation of community petty cash.
• Assist Executive Director in monthly resident invoicing process.
• Enter daily deposit information into healthcare software system and submit back up documentation to the Home Office.
• Help new residents understand how to read their monthly statement and answer any questions that residents or family members bring regarding their monthly statement.
• Introduce new residents and family members to the online resident portal where they can access their monthly statements and make one-time payments or sign up for auto-pay. Work with Home Office to resolve any issues or concerns immediately.

• Responsible for ensuring all accounts receivable are received in a timely manner and entered appropriately for tracking and receipt by the accounting department.
• Input all accounts payable information and review for accuracy to ensure bills are tracked and paid appropriately.
• Deposit checks via check scanner
• They also need to record daily purchases and ancillary charges for resident accounts and assist the ED with accurate occupancy tracking.
• Maintain and be responsible for reception area and assist Executive Director.
• Responsible for all telephone and front desk procedures and will directly supervise receptionists.
• Review accounts payable prior to mailing and disbursing all check requests promptly.
• Complete all administrative duties timely and as required, including but not limited to, copying, filing, and data entry in order to support the Executive Director.
• Familiarize yourself with residents of the Community.
• Maintain 24-hour communication log and communicate findings.
• Accurately manage resident records ensuring completed resident agreements and adequate follow-up on special agreements and renewals.
• Assist Sales and Administration with assigned tasks according to Move-In Coordination.
• Facilitate and turn in allmove-in paperwork for all new move-ins by coordinating with the leasing team to schedule appointments at the time of deposit.
• Keep a current appointment log of new residents scheduled for lease signing paperwork.
• Create, in conjunction with Executive Director, all resident renewal letters a minimum of sixty (60) days prior to lease expiration and distribute according.
• Calendar and follow up with all renewals beginning fifteen (15) days after sending renewal letters.
• Order and maintain inventory of office supplies for the Community, as needed.
• Maintain schedule/resident sign-up sheets for activities/transportation.
• Work with department heads to schedule transportation.
• Monitor emergency call system and respond via set protocol.
• Attract potential residents by providing a warm, friendly atmosphere; be open to questions and the relationship-building processes; and gather appropriate information upon arrival.
• Createand/or update resident records and inputs new resident information into appropriate information systems, including ResidentServices and Wellness.
• Proactively address problems and concerns for residents.
• Assist with day-to-day clerical office work.
• Contribute to team efforts by communicating information properly and thoroughly.
• Exhibit respect, professionalism, and courtesy consistently and to reject any attempts at negative gossip.
• Create and develop a culture of open communication throughout the community both within and between departments, employees, and residents.
• Be a “go-to” resource for all employees.This department will have the functionality to know and understand where any and all information is located within the building.
• Utilize free advertising sources available such as websites, social networking sites, and information within the Chamber of Commerce Newsletters to expand exposure.
• Presenting all information within a professional, meaningful format that provides all necessary information without opinion or clutter.
• Management of communications within the building, including entering work orders and performing follow-up telephone calls to ensure resident satisfaction.
• Observe residents’ ability to perform daily ADLs and social skills, communicate potential difficulties or opportunities to the appropriate team member.
• Participate in all training offered by employer.
• Ensure residents who are sleeping in the front lobby/business area are assisted in moving to their apartment, or that they are engaged in a community event or program, and that proper team member is notified.
• Light housekeeping duties of common areas in sight of front desk.
• Perform other duties as assigned.

Requirements

• Candidate must be at least18 years of age.
• Shall have a high school diploma, or equivalent.
• Experience in handling bookkeeping and knowledge of basic accounting with an ability to adhere to the company’s accounting policies.
• Able to read, write, understand, and communicate in English at a minimum of 12thgrade proficiency.
• Be proficient at Microsoft Word,Excel, Outlook, and Google Docs.
• Possess clear verbal and written communication skills, with attention to detail.
• Able to follow written and verbal directions and apply practical problem-solving skills as needed.
• Positive and energetic attitude.
• Professional in appearance and conduct.
• Be criminally cleared by background check.
• Be in good health and physically and mentally capable of performing assigned tasks.Good physical health shall be verified by a physician not more than six (6) months prior to or seven (7) days following employment.Must test free from pulmonary tuberculosis at time of health screening.
• Must be able to work varying hours as needed with reliable means of transportation.

Physical Requirements

While performing the duties of this job, the employee is regularly required to communicate in person and through written correspondence. This position is sedentary, requiring sitting at a desk up to eight hours a day. The position also requires standing, walking, bending, kneeling, and stooping for brief periods of a time. This position also requires employee to be able to retrieve items from storage, including overhead bins or cabinets. The employee must be able to lift and/or move items up to 25 pounds. The job functions are primarily indoors, but employee may be required to work outside for events.