Office Manager of Continuing Care Retirement Community

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Job description

Overview:
Position Summary:

The Office Manager supervises the reception and concierge team members. The Office Manager oversees the daily operations of Administration and the front office and concierge services, ensuring smooth administrative functions and delivering exceptional customer service to residents, visitors, and team members. This role serves as a central point of contact for communication and coordination, supporting other departments and ensuring efficient office management in alignment with the community's mission.

Position Purpose:

To manage administration and reception and concierge operations, provide professional front office services and support the organization's daily functions through effective communication, coordination, and collaboration.

Essential Responsibilities:

The following duties are normal for this position. This list is not to be construed as exclusive or all inclusive.

Administrative Support:

Provide clerical support to administrative staff, including preparing documents, handling correspondence, scheduling appointments

Oversees office supplies; ordering, stocking and access management

Assists with maintaining filing systems and retrieves information from files as needed, both physical and electronic.

May assist with processing invoices for payment.

Serves as contact point for administration 3rd party vendors such as shredding service, Iron Mountain records storage and retrieval system offsite and Konica Minolta copier service.

Maintain and update resident contact information using Excel and other management software.

Back up support to coordinate appointment scheduling and assist with transportation services when needed.

All other duties as assigned.

Office & Team Leadership:

Oversee the development and maintenance of work schedules for front desk staff to ensure proper coverage.

Assist with training new receptionists/concierge and keep staff updated on policy and procedure changes.

Ensure the Member Business Center and equipment is operational and accessible to residents.

Front Office & Customer Service:

Provides support to receptionists and concierge to assist with residents, visitors, and team members, to ensure positive interactions and backup front desk coverage when needed.

Receive and distribute faxes at the incoming fax line at G:/Drive.

Mail & Package Management:

Oversee mail and package handling for residents and staff, including USPS postage meter and coordinating with Transportation Services for delivery of packages.

Communication & Coordination:

Collaborate with other departments, including dining, nursing, and maintenance, to meet residents' needs efficiently.

Prepare and provide communication documents from shared event management system (wall signs, spreadsheets for support teams).

Assist resident groups with printing (such as The Oak Leaf publication).

Answer and route incoming phone calls, ensuring messages are accurately delivered to appropriate personnel.

Management of the Konica Minolta copying machines supplies, toner, service call needs (with IT support and oversight)

Safety & Security:

Report suspicious activity to security immediately.

Maintain the confidentiality of residents' personal and health information (PHI) in accordance with HIPAA standards.

Participate in emergency preparedness efforts as needed.

Qualifications:

High school diploma or equivalent required; associate degree in business or administration preferred.

2 years of experience in customer service or office administration, with experience managing multi-line phone systems.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook).

Prefer knowledge of a variety of computer software applications and ability to learn new (Smartsheet, Reserve Cloud, ICON, TELS, etc.)

Strong multitasking and organizational skills in a fast-paced environment.

Excellent communication skills, with a clear, professional speaking voice.

Ability to work well with residents, staff, and external partners.

Valid Florida Driver's License with good driving record

Job Description Change:

This job description will be reviewed annually and revised as necessary to accommodate changes in OH policies and procedures.

Physical and Sensory Requirements:

Daily throughout the workday: Must be capable of sitting, standing, walking, climbing stairs, reaching, turning, bending, stooping, crouching, and kneeling, reaching over the head, grasping with both hands, and fine manipulation. Must have normal eyesight or use corrective lenses. Must have three-dimensional vision and ability to judge distances and spatial relationships to see objects where and as they are. Must be able to recognize colors. Must be able to hear and distinguish between normal tones and be able to perceive the nature of sounds. Must be able to exchange ideas by means of the spoken word as well as engage in activities to convey detailed or spoken instructions to other workers accurately, loudly, and/or quickly. Must have a normal sense of touch and smell. Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.

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