Office Manager

Job Objective(s)

The Office Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency. This position is responsible for the direct supervision of all clerical duties for the facility. This includes maintaining office services and efficiency, supervising office staff and maintaining office records.

Essential Responsibilities

• Supervise the activities performed at the front desk. Assigns and regulates clerical and secretarial functions.  
• Delegate the responsibilities among all staff /shifts and ensure work is evenly distributed. 
• Responsible for scheduling staff coverage for the front office.
• Supervise office staff including coordinating and participating in the hiring process, supervising the training of new employees and the ongoing training of all employees. Resolving employee conflicts and supervising employee time and attendance records. Coaching and disciplining staff. Evaluate staff performance. 
• Design and implement office policies, establish office standards and procedures; organize office operations.
• Ensure all office policies are properly communicated to the staff.  
• Function as the center of building communication system for staff, residents and visitors:

      - Serves as the introductory person.

      - Answers phones, gives direction, pages staff, transfer calls, accurately takes messages, etc.

      - Manages the resident safety/video surveillance system.

• Ensure that urgent matters are drawn to the relevant staff quickly and accurately.
• Ensure security procedures are adhered to in maintaining keys and pagers for Home Health Aides and other staff, and in monitoring the security surveillance system.
• Respond to emergencies including Fire, Weather (Severe & Snow Storms), Power outages, Resident Elopement, 911 Calls Following The Glenn’s Policy and Procedures.
• Complete miscellaneous duties as assigned in time frame designated. These duties include, but are not limited to, copying, filing, typing, posting and/or distributing flyers, packing brochures, mailing marketing or other materials, updating the marketing database, maintaining office supplies, following a daily to-do list, and attending staff meetings.

Qualifications

• High School Diploma/GED and a minimum of 4 years of experience in an office, including supervisory experience, or an equivalent combination of education and experience. 
• Computer skills with a thorough knowledge of Microsoft Office and Excel applications. 
• Effective verbal and listening communication skills.
• Attention to detail and high level of accuracy.
• Considerable knowledge of effective supervisory and management techniques.
• Ability to organize, direct, and perform high level supervisory duties in a manner conducive to full performance and high morale.
• Excellent interpersonal skills, including the ability to establish and maintain effective working relationships with others
• Ability to relate to aging population 
• Must be a good communicator, decision maker and multitasking.
• Able to read, write, spell, do basic math, speak and understand English.

Physical Requirements (based on essential responsibilities)

Must be able to frequently perform tasks such as, but not limited to, those listed below:

• Sit, stand repeatedly during shift to respond to customers, phones, alarms and doors, etc.
• Sits for prolonged periods of time.
• See objects within 35 feet to monitor work areas, computer monitors and surveillance system.
• Discriminate colors to file, post and organize desk materials and paperwork.

Must be able to continuously perform tasks such as, but not limited to, those listed below:

• Move, push, pull and/or lift objects weighing 10 to 25 pounds. 
• Use hands and arms for simple grasping, pushing and pulling drawers, wheeled office chair, manipulation of computer keyboard.
• Perform tasks requiring actions of muscles or groups of muscles to walk, stoop, bend, lift, and to carry objects 
• Walk and/or sit for prolonged periods of time
• Speak clearly and make self understood in face-to-face interactions and over the phone and paging systems.
• See objects closely to read directions, instructions, computer screen etc.
• Hear normal sounds and voices with some background noise to receive verbal instructions, answer telephones, communicate with others, etc.

Environment

Works indoors in climate-controlled environment majority of time.  

Working Hours

The work schedule and hours may vary from week to week due to 24/7 coverage needed. May need to cover various shifts.

General Notes 

• This job description is not intended to be all-inclusive; additional details will be specified by the supervisor. The employee will also perform other reasonable business duties as assigned by the supervisor.
• Management reserves the right to change job responsibilities, duties and hours as needs prevail.

Great Lakes Management Company is an at-will employer. This job description is a guideline and does not constitute a written or implied employment contract.   

GLM is an EO Employer/Vets/Disabled.