What are the responsibilities and job description for the Office Assistant position at Heatherwood Retirement Community?
Job Description:
Heatherwood at Kings Way Condominium is an independent living community consisting of 191 units located in Yarmouth Port, MA. The property interconnects five buildings into one large property with a common area consisting of a manicured landscape, pool, dining area, common gathering spaces, and more. The Office Assistant provides front desk coverage and administrative support to ensure the smooth and efficient daily operation of Heatherwood’s front office. The ideal candidate is friendly, dependable, organized, detail-oriented, and comfortable working with older adults in an independent living environment.
Essential Duties and Responsibilities
1. Front Desk and Reception (50 %)
- Greet residents, visitors, family members, vendors, and prospective residents in a courteous and professional manner.
- Answer incoming phone calls, respond to general inquiries, and direct calls to the appropriate staff members.
- Receive, sort, distribute, and notify residents of incoming mail and packages according to community procedures.
- Monitor the front desk area and maintain a clean, organized, and welcoming reception space.
- Maintain visitor logs and other front desk records as required.
- Respond to routine questions and provide accurate information about community services, office hours, and activities.
- Receive and relay messages promptly and accurately.
- Notify appropriate staff of maintenance concerns, resident requests, safety issues, or other matters requiring attention.
- Follow established procedures for emergencies, after-hours contacts, and unexpected situations.
- Maintain appropriate confidentiality when handling resident, employee, and community information.
2. Administrative and Office Support (50%)
- Provide clerical assistance to the Heatherwood management team.
- Perform general office duties, including filing, photocopying, scanning, faxing, data entry, and document preparation.
- Assist with preparing correspondence, notices, newsletters, forms, meeting materials, and other community communications.
- Maintain and update office files, resident directories, contact lists, spreadsheets, and administrative records as assigned.
- Monitor office supplies and assist with ordering and maintaining inventory.
- Assist with scheduling appointments, meetings, and community events as needed.
- Help prepare and distribute resident notices, forms, and other informational materials.
- Assist with special projects and other administrative duties as assigned.
Qualifications and Skills
- High school diploma or equivalent required.
- Previous administrative, receptionist, customer service, or office experience preferred.
- Experience working with older adults or in a senior living community is a plus.
- Proficiency with Microsoft Office, email, Canva, data entry, and general office technology.
- Strong verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Ability to manage multiple responsibilities, prioritize tasks, and handle interruptions professionally.
- Demonstrated reliability, punctuality, discretion, and sound judgment.
- Friendly, patient, courteous, and service-oriented approach.
- Ability to work independently while contributing effectively to a team.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Physical and Work Environment Requirements
- Ability to work at a front desk and in an office environment for extended periods.
- Ability to sit, stand, walk, and move throughout the office as needed.
- Ability to use a computer, telephone, copier, and other standard office equipment.
- Ability to lift and carry routine office supplies and materials, with reasonable accommodation as appropriate.
This position offers the opportunity to work in a dynamic environment where your skills will be valued and developed. If you possess the required skills and are eager to contribute to a team-oriented organization, we encourage you to apply.
Job Type: Full-time
Pay: From $25.00 per hour
Expected hours: 40.0 per week
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
License/Certification:
- Driver's License (Preferred)
Ability to Commute:
- Yarmouth Port, MA 02675 (Required)
Ability to Relocate:
- Yarmouth Port, MA 02675: Relocate before starting work (Required)
Work Location: In person
Salary : $25