What are the responsibilities and job description for the Administrative Assistant position at Phoenix Senior Living?
Job Description
Job Description
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
SKILLS AND ABILITIES
Time management skills and adherence to deadlines
