Job Responsibilities: 1. Answer and screen all incoming calls, emails, and voicemail for the Director of Operation. Use discretion in screening and responding to these communications.
2. Greets residents and other walk-in visitors. Manage traffic flow and access to Director of Operation. Direct assistance to walk-in visitors when necessary.
3. A proactive approach to problem solving with strong decision making independently if needed
4. Address and resolve various community/resident issues as appropriate, with minimal direction from the Director of Operation. Escalate or refer issues to the appropriate person as needed.
5. Acts as a liaison between Director of Operation and personnel, outside companies and residents.
6. Manage the calendar of the Director of Operation, scheduling meetings and conferences, and handle shifting priorities and conflicts as they arise.
7. Process departmental mail.
8. Follow up directly on items that do not require direct involvement of the Director of Operation.
9. Ensure that appropriate follow up and prioritization occurs on all other correspondence.
10. Provide preparation and/or typing and word processing support for memos, schedules, and documents. Copy and distribute documents as needed.
11. Maintain files and data storage. Ensure that files are accessible and easy to use. Employ automated data storage when available and appropriate.
12. Set up conferences and meeting rooms as needed.
13. Procure supplies and other product and service needs.
14. Prepare and type the minutes of staff meetings and maintain intra- and inter-departmental communications.
15. Address and send get-well and sympathy cards to residents and their families.
16. Compose letters, memoranda, etc. on behalf of the Director of Operation as needed.
17. Coordinate travel itineraries including air and ground transportation and hotel accommodations. Process expense reports.
18. Organizes and maintains file system, and files correspondence and other records.
19. Handling of highly confidential information.
20. Provide other support to the Director of Operation.
21. Assist the Finance department with sales inventories and move outs.
22. Prepares packets for the Board of Directors' meetings and takes minutes.
23. Prepares outgoing mail and correspondence, including e-mail and faxes. Open and date-stamp mail and distribute as requested.
24. Oversee special projects as needed.
25. Other duties may be assigned
Qualifications: · Minimum of three years administrative office support experience required.
· Attention to detail and accuracy is essential.
· Must be professional and have strong customer service skills
· Excellent verbal and written skills required.
· Strong follow-up skills required.
· Ability to prioritize and use independent judgement
· Outstanding organizational and stress management skills
· Work independently or as a team with minimal supervision
