Administrative Specialist

SUMMARY 

Provide administrative support to the Executive Director, Assistant Executive Director and community leadership team.  Assist with supporting the property administratively as they relate to operations, resident relations, staffing, scheduling, compliance, resident satisfaction, quality, safety, and physical condition.  

ESSENTIAL RESPONSIBILITIES include the following. Other duties may be assigned. 

• Assist with coordinating the resident move-in process such as but not limited to:
• Creating EMR (electronic medical record system) profile, key fobs, pendants, name plates, and parking passes.
• Coordinate and schedule care conference appointments. 
• Monitors, greets, interacts with and staff, direct residents, family members, guests, and vendors in a professional, friendly, and courteous manner.
• Help provide and promote high-quality resident relations.  Help residents with laundry cards, safety pendants, phone charges, encourage activity participation and other miscellaneous items. 
• Participate in marketing, touring and providing information on apartments units. 
• Answer internal, external telephone calls, faxes, supplies, family contact-requests and run reports 
• Assist with coordination of recruitment efforts with phone screens, in person interviews, and reference checking as needed.
• Coordinate onboarding process for all new hires such as but not limited to:
• New hire paperwork, background checks, drug tests and tb testing, name tags, learning management software compliance, Blu Grotto course scheduling,  
• Manage carestaff schedule under the direction of Assistant Executive Director, including meeting with each new employee to review their schedule and enter them into the time clock.
• Coordinate New Hire Orientation as needed.  Ensure all new hires attend the Orientation
• Assist in the coordination and recording of maintenance and housekeeping requests to ensure the internal and external property areas meet company safety and physical condition standards.  
• Regularly update employee rosters-phone list/time clock number.
• Participates in and attends all required in-service training sessions
• Maintain building supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• May provide administrative support for different departments including certain tasks or projects. 
• Maintains building security, monitors security systems including the emergency call system and respond accordingly.
• Manages mail and newspaper delivery.

SUPERVISORY RESPONSIBILITIES

This position does/does not have any supervisory responsibilities. 

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

EDUCATION and/or EXPERIENCE

• High school diploma or equivalent; certification from technical school or Associate Degree preferred. 
• 3-5 years of administrative experience, preferably in a property management or real estate environment.