Administrative Coordinator

Description

SUMMARY 

The role of Administrative Assistant provides administrative support for the CBRF community.  This position is responsible for performing clerical duties, coordinating information flow and completing projects as assigned. This position is considered the “face” of the community; therefore, all tasks are expected to be performed with a resident-centered focus while also seeking opportunities to continually improve core processes. Incumbent will be scheduled based on operational needs, which may include but is not limited to holidays, extended shifts, nights, weekends, standby or on-call as necessary. 

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

• Greets, interact with and direct residents, family members, guests, and vendors in a professional, friendly and courteous manner.

• Answers internal and external telephone calls, intercom, and pagers.

• Maintains building security, monitors security systems including the emergency call system and respond accordingly.

• Manages the operation and maintenance of all office equipment and communication devices.  Orders and maintains adequate inventory of office and community supplies.

• Manages mail and newspaper delivery.

• Work with Community Relations Manager/ Executive Director on lease rental renewal work and lease signings.

• Support general administrative functions within the community and among department head staff.

• Collect and organize bills for the community, code bills and deliver them to the Executive Director.

• Assists with marketing efforts through appropriate interactions with prospective residents and guests and other duties as directed.

• Assists Activities Coordinator with various activity programs as directed, including reminding residents of and encouraging resident involvement in activities.

• Participates in and attends all required in-service training sessions

• Create and organize resident files as directed by the Executive Director.

• Create and organize employee files as directed by the Executive Director.

• Assist in onboarding and orientation of new employees: reviewing resumes, coordinating interviews, schedule drug screens, update trackers, and other duties as directed by Executive Director.  

• Organize and participate in new hire orientation as directed by the Executive Director.

• Assist in communications with staff as directed by the Executive Director.

• Support internal reporting and documentation management.

• Create and maintain front desk weekend schedule.

SUPERVISORY RESPONSIBILITIES

This position does not have any supervisory responsibilities currently.

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. 

• Knowledge of computer applications (Microsoft Word, Excel, Powerpoint, Publisher) as well as office equipment operations.

• Ability to organize and manage multiple priorities, always keeping our residents and their satisfaction our top priority. 

• Positive attitude, initiative, enthusiasm and energy. 

• Strong customer orientation to older adults. 

• Strong communication skills – verbal and written.  

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. 

LANGUAGE SKILLS 

Excellent written and verbal communication skills.  Ability to develop, read, and comprehend leasing agreements, government regulations, correspondence and memos. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, residents and the general public.  

MATHEMATICAL SKILLS 

Ability to calculate figures and amounts (such as estimates, interest, and percentages), complete bank deposits, basic addition, subtraction, multiplication and division with or without use of calculator or computer.  

REASONING ABILITY 

Ability to apply common-sense understanding to carry out instructions furnished in written or oral form.  Ability to deal with problems involving one or more concrete variables in standardized situations.  Ability to maintain a courteous businesslike manner when interacting with outside contacts and other employees.  Ability to use good judgment.  Ability to organize, solve problems, work as part of a team, handle multiple tasks, and meet deadlines.  

OTHER SKILLS AND ABILITIES 

Ability to operate various types of office equipment to include a computer, calculator, telephone, scanner, fax, and copier. Software – Must have an intermediate skill level in Microsoft Office such as MS Word and Excel.  Must be able to work within detailed spreadsheets.

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, sit, walk, and climb stairs and use his/her hands, talk or hear.  The employee must occasionally lift and/or carry up to 20 lbs.  The specific vision abilities required by this job include close vision.  Must have a valid driver’s license, personal transportation, and ability to travel daily as needed.  Must be able to use cleaning supplies. 

WORK ENVIRONMENT  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate.