Administrative Assistant

Job Type

Full-time

Description

The Receptionist/Administrative Assistant reports directly to the Director of Administration.

PURPOSE

The Receptionist/Administrative Assistant will support the immediate requests and needs of the PSL Home Office team. These administrative services include but is not limited to booking travel, running errands, distributing mail, basic accounting needs, etc. Additionally, coordinating all needs for regulatory meetings and trainings such as, preparing and distributing agendas, tracking attendance, and arranging food/beverage service. The scope of administrative support will range from general to specialized based on the corporate department being supported.

Other key areas of responsibility include assisting the Director of Administration with day-to-day tasks such as, greet visitors in a courteous manner, manage both external and internal calls, take and communicate messages, screen phone calls and triage to appropriate individual(s) for action or response, ADP or excel data entry, transitional tasks during acquisitions. As well as operate standard office equipment including telephones, copiers, fax machines, and computers.

PRINCIPLE DUTIES AND RESPONSIBILITIES

• Answering Phones

• Taking Messages

• Handles associate/resident/resident family member grievances with confidentiality and escalate to the appropriate party

• Greeting Guests

• Data Entry

• Travel Coordination for all associates to site visits, meetings, and trainings

• Assist with setting up meeting/training areas

• Mail distribution

• Basic Accounting Functions which include invoice entry and providing status updates to vendors

• Reconciliation of monthly credit card statements

• Track all Attendance for meetings/training

• Participates in creating and maintaining a warm professional environment

• Maintains appropriate communication with the Director of Administration and C-team

• Maintain and update company directories, workbooks, etc.

• Possesses excellent communication skills, both verbal and written

• Maintain and order stock of office, kitchen, and bathroom supplies for buildings

• Setting up lunches for trainings/meetings

• Maintain Home Office vendor relationships

• Maintain lobby slide presentation/create content

• Maintains and protects the confidentiality of corporate matters

Requirements

EDUCATION/EXPERIENCE/LICENSURE- CERTIFICATION

• Education: High School Diploma/ GED required

• One (1) year experience in an administrative support role, receptionist and or clerical role

• Knowledge and experience in Assisted Living industry and Dementia care preferred but not required.

SKILLS AND ABILITIES

• Demonstrate the ability to plan and organize

• Demonstrate the ability to multi-task and pivot from one task to the next efficiently

• Proficient in using MS Office, Excel, and ability to learn other Phoenix applications

• Understands and embraces the assisted living philosophy

Time management skills and adherence to deadlines

• Has exceptional grammar and documentation skills

• Understands basic concepts of risk management

• Ability to hold high attention to detail and strong customer service skills