What are the responsibilities and job description for the Office Facilitator - AH position at Front Porch?
GENERAL SUMMARY
Under the direction of the Administrator, this position is responsible for coordinating the events for Residents, and provide the first point of contact for our residents, guests vendors, and the public at large and for providing administrative support to the location staff and customer services to our residents.
ESSENTIAL FUNCTIONS
The job duties listed are essential functions of the position. However, other duties may be assigned, and may also be considered essential functions of the position.
1. Coordinate different community engagement events for residents. Planning, coordination, communication, and execution of the events.
2. Responsible for the budget and expenses for the events with Administrator approval.
3. Maintains day-to-day operation of the reception area, including regular communication with residents, staff, department heads, vendors and the public.
4. Provide front desk customer service over the phone and in person by politely greeting and assisting visitors, vendors, residents and staff; routes calls and takes messages.
5. Schedules appointments and meetings. Makes arrangements for meetings, conferences, etc.
6. Formats, types, and edits correspondence, documents, memos, reports, meeting minutes and/or presentation materials.
7. Compiles financial and/or operational data from multiple sources to assist management in preparing and monitoring budget and workforce planning and/or other department reports. May prepare summary of information or data.
8. Distributes and disseminates information within the department and/or unit.
9. Establishes and maintains an internal filing system.
10. Performs all other related duties as assigned.
EDUCATION
Required/Preferred
Education Level
Major/Area of Study
And/Or
Required
High School
N/A
Equivalent education and experience
Preferred
EXPERIENCE
Required/Preferred
Minimum Experience
Details
Required
1 year
prior office work experience
Preferred
JOB SPECIFIC KNOWLEDGE, SKILLS and ABILITIES
• •
• Communication/Interpersonal:
• Effective written communication skills as appropriate for the needs of the audience.
• Ability to develop and deliver effective presentations; live, via online or virtual mediums.
• Excellent collaboration and team building skills.
• Effective conflict management skills.
• Ability to effectively build relationships with residents, vendors, and others through positive
• •
• Decision Making/Organization Skills:
• Demonstrates a high level of accuracy, even under pressure.
• Excellent organizational skills.
• Ability to perform work independently with minimal supervision.
• Ability to exercise sound judgment and make decisions based on accurate and timely analysis.
• Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Must be able to remain in a stationary position 30% of the time
• Must be able to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Must be able to constantly move to position self in order to maintain files in file cabinets
• Must be able to constantly operate a computer and other office productivity equipment, such as a calculator, copy machine, and computer printer to perform the job
• Must frequently move items weighing up to 20 pounds across office or facility for various needs
• Must occasionally ascends/descends stairs a) to provide essential services to the residents or the public
• Must have the ability to succinctly communicate information and ideas so others will understand accurately exchanged information
• Must have the ability to observe details at close range (within a few feet of the observer)
• Must consistently work in an office type setting
§ •
• Productivity:
• Demonstrated time management and priority setting skills.
• Ability to simultaneously handle multiple priorities.
• Ability to prioritize responsibilities and to organize workload to ensure that timeframes are met and the work is successfully completed within deadlines.
• •
• Additional Requirements:
• Must complete and pass a physical examination with tuberculosis (TB) screen prior to employment and obtain fingerprint clearance from the Department of Justice.
• Understanding of and compliance with HIPAA standards of practice.