Job Description:

OVERALL JOB PURPOSE
Assists in the administrative operation of the community to ensure the community is operating in an efficient manner under the direction of the Executive Director. Daily tasks would consist of rent collection, new leases signings and renewals, maintaining files and accurate paperwork in compliance with Sunshine Retirement Living processes as well as state and federal regulations, and general administrative office duties. Assists with answering phones and assisting residents, family members, and prospective residents or other guests as needed. Regularly consults with dual-reporting supervisors and the BOM Training Manual to meet operational expectations.

MINIMUM JOB QUALIFICATIONS AND REQUIREMENTS

Must be 21 years of age
Prior management or administrative assistant experience of 1 year preferred
General knowledge of residential / property management laws / guidelines
Accounting or bookkeeping experience preferred
Timekeeping and staff supervision preferred
Demonstrated ability to communicate effectively (in English), both verbally and in writing, with residents and staff
Meet state related requirements (if applicable to position)
Ability to work in a team setting and be a team player
Maintain a positive, respectful, and professional approach with coworkers and residents
Possess efficient and effective organizational skills
Possess excellent customer service and public-relation skills
Ability to work under time constraints with little supervision and meet department deadlines
Computer and software proficiency such as Microsoft Word, Excel, and Outlook are preferred

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES

Perform effective administrative support for the community, including Resident Accounts, Accounts Payable, Human Resources, Payroll, and Office Management
Resident Accounts:
Track all community accounting changes and appropriate documentation, including move-ins, move-outs, credits, proposed rate adjustment, and other related changes or corrections. Prepare and record all statements for the community, enroll residents in autopay, and assist in collection process with past due accounts. Ensure resident and payment documents are filed and stored appropriately and submitted in a timely manner
Accounts Payable:
Manage invoice lifecycle daily and weekly by providing incoming invoices to the appropriate department head, ensuring that the invoice has been properly coded in a timely manner by the department head or Executive Director, and regularly submitting the correctly coded invoice to AP for payment. At the direction of the ED, manage reconciliation of the monthly P-card statement including tracking receipts and verifying proper coding
Human Resources:
Conduct employee training programs such as new hire orientation, maintains employee personnel files, and completes New Hire and Termination paperwork in a timely manner. Facilitates enrollment and completion of required company training programs. Along with the Executive Director, manages employee work injuries to ensure all forms are completed thoroughly and submitted in a timely manner. Works directly with the HR team to communicate HR issues or concerns
Payroll:
Manage employee timesheets including reviewing daily for missed punches and submitting on time for payroll processing
Office Management:
Assist the Executive Director with the completion of documents, correspondence, and special projects as needed. Politely assists residents as necessary or assures other appropriate employees do so and maintains Resident and Guest Register. Monitors fax machine, directing incoming communications to appropriate person. Maintains favorable relations with Community Support office staff, residents, and vendors by responding to questions/requests in a timely manner. Performs simple, routine maintenance of office equipment
Monitor the community to ensure that it remains safe, secure, and well-maintained
Notifies maintenance of resident requests; may perform simple housekeeping-related duties as necessary when maintenance and/or housekeeping is unavailable
Monitors resident call and exit alarm system and responds as necessary
Performs clerical duties as directed
Maintains inventory control system for all office supplies and notifies Supervisor of upcoming supply orders
Represents the Community to visitors in professional, courteous, friendly manner
Oversee community in conjunction with management team in absence of Executive Director. May act as MOD in rotation with community management with possible weekend shifts
Performs other duties as assigned by Executive Director or Regional staff

OTHER JOB DUTIES AND RESPONSIBILITIES

Perform all work assigned for the agreed-upon salary, accepting no additional payment or non-perishable gifts from residents, vendors, Community Management, or others
Meet the assigned work requirements of the job. Regular attendance is required
Serve as a role model for all employees by displaying a responsible, cooperative, and positive attitude
May attend training or provide coverage in other locations
Represent the Community in a professional, courteous, and friendly manner
Adhere to dress/appearance code. Changes in attire may be dictated by special occasion or weather conditions. If you have questions, check with your supervisor
Adhere to and follow company policies, procedures, and standards
Promote resident advocacy and demonstrate excellent customer service at all times
Maintain personnel, resident and business proprietary and/or confidential matters/material in strict confidence with management of the company (and/or other company staff as needed)

PHYSICAL REQUIREMENTS

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 position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
OSHA Category II: Potential Exposure to Bloodborne Pathogens.

20% or less

20% to 40%

40% to 60%

60% to 80%

80% to 100%

Stand

X

Walk

X

Sit

X

Pushing, pulling and/or reaching

X

Grasping and fine manipulation

X

Climb or balance

X

Stoop, kneel, crouch, or crawl

X

Talk or hear

X

Taste or smell

X

Lifts Weight or Exerts Force

20% or less

20% to 40%

40% to 60%

60% to 80%

80% to 100%

Up to 10 pounds

X

Up to 25 pounds

X

Up to 50 pounds

X

Up to 100 pounds

X

More than 100 pounds

X

The Community reserves the right to revise the duties set forth in this job description at its discretion.

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