Responsibilities:

• The Business Office Coordinator supports the Business Office Director/Associate Executive Director and the Executive Director by serving as an ambassador for the Community. He/she executes concierges and administrative responsibilities for the Community.
• Provides positive first impression to all who enter the Community.
• Answers and screens all incoming telephone calls in a courteous and professional manner, routing calls and taking messages as appropriate.
• Greets all visitors in a friendly, courteous, and professional manner.
• Screens and requires visitors to “sign in” at reception desk.
• Notifies Residents of visitors.
• Instructs Resident’s visitor according to Resident’s instructions.
• Receives and processes incoming mail.
• Accepts all outgoing mail/packages.
• Types, copies, orders, and maintains inventory of office supplies, performing other clerical duties as assigned.
• Maintains and updates Emergency Phone Number Log and keeps log at front desk.
• Maintains and updates emergency contact information on each Resident and keeps information at front desk.
• Codes all invoices for payment.
• Manages resident file maintenance.
• Verifies the appropriate approvals on all invoices.
• Provides vendor information to the Accounting department.
• Batches weekly invoices for payment.
• Maintains employee I9 and Employee confidential file (maintained within business office).
• Manages employee TB compliance.
•  Uploads compliance documents in ALIS.
• Assists Business Office Director/Associate Executive Director with workers injury reporting processes and follow up procedures to maintain compliance with workers compensation policy.
• Manages compliance with in-services, fire drill logs, etc.
• May be assigned random clerical work as needed.
• May be assigned to work lost leads on occasion by sending formatted follow ups.
• Responsible for mailing checks and filing check stubs with invoices.
• Enters invoices.
• Archives resident files after move out.
• Responsible for all aspects of the move in coordinator job.
• Responsible for multiple aspects of the VIA program.
• Post new job requisitions in Symplr and refresh as needed.
• Reviews community Callrail system.
• Enters receipts for Wells Fargo.
• Follows all emergency procedures.
• Understands all safety practices and procedures.
• Communicates effectively with Executive Director and other staff.
• Immediately advises Associate Executive Director, Wellness Director, and Executive Director of any changes in physical and mental health of a resident.
• May be assigned other duties as assigned by supervisor.

Qualifications:

• High School Diploma or equivalent required; associate or bachelor's degree preferred.
• Successful completion of Business/Admin or bookkeeping/accounting courses is a plus.
• 2 to 4 years experience in administrative assistance and/or office management required.
• Must have word-processing and clerical skills.
• Strong organizational, oral, and written communication skills.
• Self-motivated and ability to work with minimal supervision.
• Must possess the ability to communicate effectively with all levels of management, employees and outside contacts.
• Customer service orientation.
• A proven team player.
• Physically able to bend and reach.
• Physically able to sit for extended periods of time.
• Physically able to push, pull and lift up to 40-50 pounds if necessary.

Miscellaneous:

• May have their picture taken and image used in social media or community advertising.
• May be video recorded from devices installed by families in residents’ apartments.
• Required to work weekends and holidays as assigned.
• May be required to work on shifts other than the one for which hired.
• May be required to work extended hours (up to 16 hours per day).
• May be exposed to infectious waste, diseases, conditions, etc., including HIV, AIDS, and Hepatitis B & C viruses.
• Could be subject to hostile and emotionally upset Residents due to mental status.
• Background, criminal, and drug tests as required by HR policies and procedures.
• May be asked to submit to random drug test during employment.