What are the responsibilities and job description for the Administrative Assistant (Operations) position at East Ridge?
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Our team is only as strong as each individual contributor – which is why we focus our energy on hiring people who are friendly, hardworking and have a true passion for serving older adults.
After all, residents aren’t guests in our community; we’re working in their home.
Position Title : Operations Administrative Assistant (Accounts Receivable)
Overview : The Operations Administrative Assistant position is a key staff member supporting the operations department. The position is responsible for the timely and accurate processing of all invoices pertaining to Plant, EVS, Security, Dining Services, Transportation, I.T. and Capital purchases. Assists with coordinating incoming and outgoing mail; and providing customer service to residents, associates, guests and vendors through incoming phone calls or face-to-face interactions.
Essential Job Functions :
- Review all invoices for appropriate documentation and approval prior to payment.
- Sort and distribute incoming mail (invoices, credit memos) to appropriate cost centers, process 3-way purchase orders vs. receipts vs. invoices, up to approximately 20 plus line items.
- Prioritize invoices immediately according to cash discount potential, late payment penalties, and payment terms.
- Set invoices up for payment using appropriate discount and aging tools.
- Prepare ACH (electronic) payments.
- Receive and processes all invoices for the operational departments. Ensure all invoices are processed within 48 hours.
- Manage the inputting of all purchase orders into the payables systems. Ensure all purchase orders are following budgetary requirements.
- Respond to all vendor inquiries within 48 hours.
- Reconcile vendor statements, research, and correct discrepancies.
- Perform vendor file maintenance as determined with community accounting personnel including entering W9s.
- Respond to all fire alarms and assist in the evacuation of residents when needed.
- Provide quality customer service in all interactions with residents, guests, and staff..
- Assist with tracking the operations department’s expenses.
- Perform other duties as required.
Qualifications :
Read Important Disclaimers and Authorizations : Please click here to open important information you need to know before applying to a position at SantaFe Senior Living, Inc. or one of its three affiliate communities; The Village at Gainesville; The Terraces at Bonita Springs; East Ridge at Cutler Bay. If you have trouble opening the link, please copy and paste the following link in a new tab.
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