Operations Assistant (Assisted Living Facility)

Operations Assistant (Assisted Living Facility)

Position Summary

The Operations Assistant supports the Owner/Operator and administrative team in the daily

operations of the assisted living facility. This role ensures smooth coordination of administrative

tasks, resident services, and family communication while helping maintain compliance with

regulatory standards.

Schedule & Pay

 Pay: $22–$24 per hour

 Schedule: Monday–Friday, 9:30 AM – 5:00 PM (adjustable based on facility needs)

Key Responsibilities

��️ Administrative & Operations Support

 Assist with daily facility operations and administrative tasks

 Maintain organized resident charts (electronic & paper)

 Ensure all required documentation is complete, accurate, and up to date

 Support admissions, discharges, and room readiness

 Assist with maintaining facility logs, binders, and records

�� Marketing & Referral Outreach

 Make outreach calls to referral sources including:

o Hospitals

o Rehabilitation centers

o Case managers / discharge planners

o Other assisted living facilities

 Build and maintain professional relationships with referral partners

 Represent the facility during in-person marketing visits to rehabs, hospitals, and

community partners

 Track referrals, inquiries, and follow-ups to support occupancy goals

 Assist with maintaining a referral log / lead tracking system

 Communicate new leads and opportunities to administration promptly

�� Compliance & Documentation Support

 Ensure all resident files are accurate, complete, and up to date in both paper and

electronic formats

 Upload and maintain required documentation in the facility’s electronic portal/system in

a timely manner

 Verify that all required documents are present, including:

o Admission paperwork

o Physician orders

o Assessments and service plans

o Incident reports and follow-ups

 Assist in identifying and correcting missing or incomplete documentation

 Maintain organized and audit-ready resident charts and compliance binders

 Support preparation for DOH surveys, audits, and inspections

 Communicate any discrepancies or compliance concerns to administration promptly

�� Facility Coordination

 Assist with room setup and readiness for new admissions

 Coordinate with housekeeping, dietary, and care staff as needed

 Help monitor supplies and notify administration when items are low

�� General Office Duties

 Answer phones and manage general inquiries

 Assist with scheduling and calendar coordination

 Support special projects (marketing, organization, audits, etc.)

Qualifications

 Prior experience in assisted living, healthcare, or administrative roles preferred

 Strong organizational and multitasking skills

 Excellent communication and interpersonal skills

 Comfortable working with electronic systems and documentation

 Reliable, responsive, and detail-oriented

Expectations

 Maintain professionalism and confidentiality at all times

 Comfortable with outreach, communication, and representing the facility in a

professional manner within the community.

 Be responsive and dependable during scheduled hours

 Follow direction from Owner/Operator

 Demonstrate initiative while staying within role scope

Pay: $22.00 - $24.00 per hour

Benefits:

• Paid time off

Experience:

• Marketing: 2 years (Required)

Ability to Commute:

• East Northport, NY 11731 (Required)

Willingness to travel:

• 50% (Preferred)

Work Location: In person

Salary : $22 - $24