What are the responsibilities and job description for the Business Office Administrator position at Promenade at University Place?
Promenade at University Place -
Established assisted living owner / operator is looking for ambitious individual with strong business, administrative and organizational skills. This is a dynamic position that requires administration and coordination with various departments within the organization.
Key responsibilities
Maintain all aspects of office function – inventory, supplies, equipment, etc.
Manage office facilities, including maintenance and building management
General administrative duties including office reception, directing visitors, office deliveries, mail and postage, arranging travel, meeting and event planning, calendar management, etc.
Assist in preparation, editing, distribution and follow-up of proposals
Assist with the management of CRM system and lead generation / sales activities including preparation of marketing material
Report preparation and presentations; research as needed
Prepare and disseminate sales and marketing materials, as needed
Handle sensitive activities, documents and records with a high level of confidentiality
Process timesheets and ensuring these are accurate and up to date
Assist with human resource and payroll related matters
Keep files organized and updated
Special projects as needed, including marketing, finance, HR, facilities, licensing and compliance related tasks
Accounts Payable / Accounts Receivable
Support and follow-up on accounts receivable collections
Process vendor invoices in the general ledger system and maintain accurate accounts payable records
Coordinate 1099 reporting
Ensure that vendor agreements are adhered to and competitive bids are obtained
Other :
Attend to office administration matters / front desk reception coverage
Assist with administrative duties as needed
Special projects and other assignments as required
Qualifications :
Strong Microsoft Office skill – specifically Excel
Experience with Quickbooks
Organization and follow-up
Ability to effectively communicate verbally and in writing
Ability to juggle multiple priorities and rapidly changing needs
Organized and meticulous, with proven ability to effectively handle multiple tasks and deadlines
Proactive problem-solving while always maintaining a calm and professional demeanor
Ability to interact comfortably and professionally with all levels of management and staff, as well as outside clients and vendors
