What are the responsibilities and job description for the Business Office Manager position at The Cypress of Hilton Head?
When you become a part of The Cypress of Hilton Head, you not only step into a role but also into a front-row seat where you get to witness the incredible life stories of some of the wisest individuals on earth. Moreover, you become an integral part of an exceptional company that is actively investing in the future of senior living by investing in you. It's more than just a job; it's an invitation to be part of our extraordinary journey!
The Cypress of Hilton Head’s General Administration Department is recruiting for a hospitality focused Business Office Manager to join our team!
Position Summary: This position has two local points of responsibility: (1) to provide complex administrative support to the Executive Director and (2) management of projects under the Executive Director related to various departments with the community. All duties will be performed in accordance with Federal, State and local standards, guidelines, regulations, and the established policies and procedures of The Cypress Club. Provide administrative support to the Executive Director.
Essential Functions:
The Cypress Club fully embraces a culture of hospitality. To that end, we include the following hospitality promises in all of our job descriptions.
Embraces Hospitality Promises:
- We greet residents, employees and guests warmly, by name and with a smile
- We treat everyone with courteous respect
- We strive to anticipate resident, employee and guest needs and act accordingly.
- We listen and respond enthusiastically in a timely manner
- We hold ourselves and one another accountable
- We embrace and value our differences
- We make residents, employees and guests feel important
- We ask “Is there anything else I can do for you?”
- We maintain high levels of professionalism, both in conduct and appearance at all times. We pay attention to details.
- First point of contact for members regarding questions.
- First point of contact in administrative offices for employees regarding questions and other support duties needed as they arise.
- Supervise Concierge team, including: cover breaks, incoming calls support and other support duties needed as they arise.
- Attend weekly Department Director meeting and give report, as directed by Executive Director.
- Provide notary services for members if a notary.
- Maintain HO6 insurance information: Send annual memo, collect forms and enter in spreadsheet.
- Maintain members’ hurricane evacuation plans: enter in spreadsheet; create and maintain hurricane binder; assist with evacuation plans as needed, especially lodging.
- Create and distribute memos and letters for the Executive Director.
- Attend monthly member committee meetings and take minutes. Distribute minutes, upload to portal and maintain notebooks (once minutes are approved). Update Committee listings.
- Schedule New Member Orientations: Send invitations, submit BEO, make nametags, and assist as needed.
- Update and maintain lobby albums to include members’ pictures.
- Request gate passes as needed. Order business cards as needed.
- Clear jams and other problems with copiers. Call for service and order supplies as needed. Be efficient with all other Business Office equipment.
- Order office supplies weekly for the Clubhouse, Preston Health Center & Home Health, etc. Maintain an appropriate inventory of office supplies. Get approval from Executive Director for special orders/buys.
- Send a welcome letter to the new members. Update member handbook as needed.
- Review deadlines on all incoming requests and take initiative on appropriate priorities.
- Prepare special reports as requested. Utilize LCS Connect, Share drive for information resource.
- Create PowerPoint presentations.
- Provide support and management on various community projects as assigned by the Executive Director.
- Schedule and coordinate meetings & conference calls.
- Assist with hotel/travel arrangements.
- Establish, maintain, and update files, databases, records, and/or other documents as needed.
- Coordinate mailings.
- Assist with proofing various publications and communications.
- Assist with various on and off site meeting functions.
- Provide administrative support to the leadership team as needed.
- Provide assistance to members with faxing, copying, scanning, and other general administrative functions & inquiries.
- Attend in-service programs and department meetings as required.
- Embrace The Cypress Hospitality Promises.
- Understand the responsibility to report suspected violations of The Cypress Code of Conduct to appropriate persons, or to The Cypress Compliance Hotline, or by completing a Written Report of Suspected Compliance Violation, or by contacting the Corporate Compliance Officer directly.
- Maintain confidentiality of all member information to ensure the member’s rights are protected.
- Maintain confidentiality of sensitive matters.
Qualifications: The requirements listed below are representative of the knowledge, skill and/or ability required.
- Freedom from illegal use of drugs.
- Freedom from use and effects of use of drugs and alcohol in the workplace.
- Must be at least 18 years old.
- Proficient use of Microsoft Office Suite applications (Word, Excel, PowerPoint, etc.) and internet resources.
- Must be able to read, write and speak the English language. Ability to present information and respond to questions from managers, members, employees and the public.
- Excellent interpersonal, oral and written communication skills with attention to detail and the ability to prioritize and complete multiple tasks within established guidelines.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
- Ability to perform basic accounting functions.
- Excellent organizational, analytical, and administrative skills and the ability to take a proactive, self-directed approach to projects.
- Ability to utilize good time management skills and multi-task.
- Ability to work well independently and cooperatively as part of a team. Ability to work Business Office Hours – 8:30am-5:3pm M-F.
Education and/or Experience:
- High School Diploma or equivalent required.
- Minimum of two (2) years administrative/executive support experience strongly preferred.
