Concierge / Administrative Coordinator

Vista Senior Living Management is a dedicated branch tailored specifically for senior communities. Specializing in Assisted Living, Memory Care, and Independent Living services, Vista ensures unparalleled personalized care and 24-hour assistance for our residents, assuring a consistent and exceptional experience. Our unwavering mission is to provide an outstanding care experience rooted in genuine compassion and humble dedication to our senior’s well-being.

Eden Vista Barrington is a a proud member of the Vista Senior Living Management network committed to providing exceptional care and enhancing the well-being of our residents. We believe in creating an environment that promotes physical, emotional, and social wellness. As we continue to grow, we are seeking a dedicated part-time Concierge to join our team and contribute to the health and happiness of our residents.

We are looking for a proactive, detail-oriented Conciergewho will serve as both the front desk ambassador and an administrative support partner to the Executive Director. This individual will assist with day-to-day operations including payroll support, onboarding, and HR related tasks, while ensuring a welcoming and organized front office environment. The ideal candidate is an independent thinker who takes initiative, anticipates needs, and actively looks for ways to improve processes and maintain an efficient, well-organized workplace. If you think you'd make a great fit, we'd love to hear from you!

Position: Concierge / Administrative Coordinator

Schedule:Monday - Friday, 9am - 5pm

Responsibilities:

• Greet and welcome guests as soon as they arrive at the office
• Direct visitors to the appropriate person and office
• Answer, screen and forward incoming phone calls
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)
• Onboarding: Setting up authorizations with occupational health provider (done through a portal) and setting up in PayChex
• Payroll: Correct missed punches in the payroll system
• Sending out of fliers and announcements to families (keeping a list of emails updated for that purpose)
• Sending out of billing via email or standard US mail
• Running a daily census
• Keeping survey binder updated with various resident related lists
• Provide basic and accurate information in-person and via phone/email
• Receive, sort and distribute daily mail/deliveries
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)
• Order front office supplies and keep inventory of stock
• Update calendars and schedule meetings
• Arrange travel and accommodations, and prepare vouchers
• Keep updated records of office expenses and costs
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing

Skills:

• Proven work experience as a Receptionist, Front Office Representative or similar role
• Self starter who identifies what needs to be done and takes action
• Strong organizational and administrative skills
• Comfortable supporting payroll, hiring, and onboarding processes
• Professional, warm and polished presence at the front desk
• Able to manage multiple priorities without constant direction
• Takes ownership of the environment (organization, cleanliness, efficiency)
• Proficiency in Microsoft Office Suite
• Hands-on experience with office equipment (e.g. fax machines and printers)
• Professional attitude and appearance
• Solid written and verbal communication skills
• Ability to be resourceful and proactive when issues arise
• Excellent organizational skills
• Multitasking and time-management skills, with the ability to prioritize tasks
• Customer service attitude
• High school degree; additional certification in Office Management is a plus
• Experience with TELS, Word, Excel, PCC, Outlook is preferred