Administration Assistant

Description

POSITION: Administration Assistant 

REPORTS TO: Executive Director 

JOB SUMMARY: The Business Office Manager is responsible for providing administrative support, according to established policies, procedures and objectives. This includes functions of accounts receivable, billing, collections and month end processes as well as monitoring all activities related to deposits and withdrawals of resident trust, census information systems and accounts payable processes. The role involves dealing with a wide range of matters and handles highly sensitive and classified information. This role requires a high level of organization and attention to detail, excellent communication skills, and the ability to manage multiple projects simultaneously.

DUTIES & RESPONSIBLITIES:

• Accurately enter and code accounts payable invoices into the QuickBooks Online system.
• Ensure compliance with financial procedures and guidelines.
• Generate resident billing within the QuickBooks Online System. Record billing details in spreadsheets and online portals for payment approval.
• Create census, unit availability reports
• Create comprehensive reports using Excel, utilizing functions such as sorting, v-lookup, and pivot tables.
• Receive resident payments and process them within the QBO system.
• Conduct collection calls to ensure timely receipt of outstanding payments.
• Enter all bank transactions into the QuickBooks Online platform. Maintain accurate financial records.
• Verifies validity of account discrepancies by investigating necessary information. 
• Process vendor payments within the QuickBooks Online system.
• Maintains employee files, set up at hire on going and at termination
• Answer and screen incoming telephone calls in a courteous and professional manner. 
• Assist with New Employee Orientation and ensure new hire checklists are completed 
• Order supplies for office and other departments. 
• Conduct tours with prospective tenants and families.
• Coordinate resident transport requests. 
• Work with HR team as necessary
• All other duties as assigned.

WORKING BEHAVIORS: 

• Adhere to and carry out all policies and procedures.
• Establish and maintain constructive working relationships 
• Maintain confidentiality of verbal and written information pertaining to residents, community operations and personnel.
• Promote Frontida Assisted Living in a positive way.

Frontida Assisted Living is an equal opportunity employer.

In addition to my duties as outlined above, this position must uphold Frontida’s values in day-to-day activities:  

• Tell the Truth
• Work Hard
• Follow the Rules
• Love Others
• Have Fun

Requirements

QUALIFICATIONS:

• QuickBooks Online experience preferred.
• Previous roles as a Business Office Manager or Accounting Assistant preferred.
• Understanding of resident billing processes. 
• Ability to navigate billing systems and address resident inquiries.
• Proficiency in Microsoft Systems: In-depth experience with Microsoft Excel, Word, and Outlook. Comfortable using these tools for daily tasks and reporting.
• Strong written and verbal skills, with strong attention to detail.
• Strong time management, prioritization, and multitasking abilities.

PHYSICAL REQUIREMENTS:

• Must have the ability to regularly sit, occasionally required to kneel, crouch, and stand.
• Frequent twisting and reaching above or below shoulder height. 
• Occasionally push or pull office equipment weighing up to 25 pounds.
• Must be able to read, write, and communicate effectively.