Office Administrator - Full Time

No regular weekends needed.

The Office Administrator represents the corporate office, serving as the initial contact for callers/visitors. The position is responsible for appropriately directing guests, incoming telephone calls and providing general information. Requires familiarity with communities, services and procedures. Job requires frequent contact with Board of Directors. Position supports the Assistant to the President, accounting, donor development and other members of the leadership team as needed. Performs additional duties as assigned. Must be able to maintain confidentiality of information.

Office Coordination Duties

1. Operate telephone system, answer, direct and screen calls courteously and promptly. Record messages accurately and relay appropriately from home office and corporate office.
2. Respond to inquiries received by telephone for information concerning communities.
3. Greet and guide visitors in polite and professional manner.
4. Sort and distribute all incoming mail and packages on designated days at corporate office.
5. Maintain log of incoming miscellaneous checks.
6. Regulate inventory and place orders for office supplies, kitchen supplies, and housekeeping supplies as necessary. Restock refrigerator with beverages and stock shelves in the break room and copy room with supplies received.
7. Place service calls for office equipment.
8. Monitor available postage in meter and add funds as needed.
9. Utilize office machines such as CRMs, computer, adding machine, mail machine, photocopier, fax machine and assorted printers.

Administrative Support Duties

1. Assist the Assistant to the President, the President/CEO and Leadership Team in a variety of administrative matters.
2. Maintain corporate files on Workers’ Compensation claims.
3. Assist with annual insurance renewal data collection.
4. Create standard business communications, i.e. memos, letters.
5. Assist in setting up conference rooms for meetings and reorganizing conference rooms after meetings. May require working at corporate office on days not typically assigned to work at the corporate office.
6. Organize and place orders for working lunch meetings in corporate office.
7. Help coordinate meetings, conferences and appointments and process necessary materials.
8. Create monthly event calendar for corporate office team members.
9. Participate in culture change/resident centered activities.
10. Willing to obtain training to maintain proficiencies.
11. Perform additional duties as directed by the Assistant to the President.

SCOPE OF RESPONSIBILITY – ACCOUNTING

1. Enter and correct as necessary, vendor invoice information in the accounting computer system (Tipalti), then route to appropriate team member(s) for approval. Scan invoices for manual checks processed by Accounts Payable.
2. Reconcile insurance invoices and prepare check requests for dental insurance invoice payments. Separate Anthem invoices by community then route to the HR/Payroll Coordinator of the community.
3. Reconcile marketing department expenses and credit cards.
4. Perform weekly review of community cash sheets and post qualifying donations into the CRM.
5. Update and maintain accurate and timely records of all gifts and donor information in CRM.
6. Update donor profiles in CRM.
7. Prepare and proofread gift acknowledgment correspondence and other donor related correspondence as needed.

QUALIFICATIONS SUMMARY

1. Graduation from high school; accredited business school/college preferred.
2. A minimum of three years’ related experience of clerical/administrative support in high-quality corporate setting.
3. Comprehensive organizational and communication skills, both oral and written.
4. Experienced in managing multiple priorities in a mature manner and working independently.
5. Proficiency in Microsoft Office.
6. Knowledge of correct operation of a variety of office equipment; advanced training in typing and universal office procedures.
7. Ability to preserve confidentiality of information.
8. Professional appearance and demeanor.

• Double Time when working designated holidays Holiday Pay - Double Pay
• PTO with a Cash Out option available
• 8 Federal Holidays, including Martin Luther King Day and Juneteenth
• One Paid Personal Day per year
• Free parking available
• 6% Retirement Matching 403(b)
• PayActiv – Cash advance on your paycheck available
• Employee Assistance Program – LifeSolutions EPA
• Full Health, Dental, and Vision Insurance options are available for individuals or families
• Zero cost to team members: $50,000 term life insurance policy
• Short-term Disability Insurance available
• Immunizations available
• Tuition Assistance Program available
• Team Member referral bonus available
• EVEN MORE BENEFITS AVALIBLE Depending on location.