Office Assistant

Office Assistant Description

Office Assistant - Part-Time

Be appreciated for what you do, on a beautiful campus with a family atmosphere.

The Pines at Davidson is hiring an Office Assistant.  The office Assistant works for the Facility Services Department overseeing the daily operations of the office. The ideal candidate will manage telephone calls, visitors, typing, filing, invoices and accounts payable, work order logging and reporting, key control, Independent Living Emergency Medical (SARA) monitoring and management, and access control management. She/he should be a self-starter, highly organized, detail-oriented, calm under pressure, with excellent communication and time-management skills.

Who we are

The Pines at Davidson is a premier continuing care retirement community serving seniors who are living their best lives in a supportive and comprehensive residential and healthcare care setting. From our fitness room with a heated swimming pool to our social activities to our multiple dining options for residents, The Pines is a place where you will be proud to work alongside our many dedicated top-of-the-industry team members. We offer a comprehensive benefits package, including health insurance, paid time off, and more for full-time team members.

Qualifications

Who you are

• High school diploma or equivalent.
• Some experience working in a highly demanding office environment.
• Excellent organizational and time-management skills.
• Ability to multitask and prioritize tasks effectively and on a pivot.
• Strong communication skills, both written and verbal.
• Able to think and respond quickly and tactfully under pressure.
• Detail-oriented, quick learner, team player, with strong problem-solving skills.
• Proficient in Microsoft Office Suite.
• Intermediate experience in billing and/or accounts payable.
• Experience with IT systems, to include access control, telephone, and work orders is a plus.

ESSENTIAL JOB FUNCTIONS:                 

• Assist with monitoring and managing the telephone systems (TDS, Mytel, Verizon and AT&T), track system failures and telephone-related requests, answer incoming calls, address resident concerns and questions, and prepare work orders.
• Assist with typing and authoring emails, memorandums, letters, spreadsheets, agreements, etc., to address and support the needs of the Facility Services Department.
• File materials (e.g., IT equipment, keys, paper documents/files, etc.) and electronic documentation/files; ensure that files are organized/logical and clearly labeled and indexed as needed.
• Assist with the processing of all invoices the department receives, make payments with the corporate credit card or prepare for check processing, enter appropriate amounts in select spreadsheets, and keep the spreadsheets and credit card statements up-to-date and accurate.
• Assist with the maintenance, integrity, and daily updates of the WorxHub work order database, including entering the correct categories and sub-categories, assigning appropriate work, and ensuring all department goals are met and reported properly.
• Assist with properly preparing and testing Emergency Medical Devices (Devices) for new resident move-in, monitoring the system daily, creating work orders to correct any deficiencies found in the system, distributing Devices to the resident population, and assisting residents with Device issues (e.g. battery replacements, wrist bands, etc.).
• Assist with properly preparing and testing Key fobs/Key Access Cards (FOBs) for new resident move-ins and new staff hires, properly retrieving/retiring/re-assigning FOBs in the On-Guard system when residents or staff members transfer, pass away, misplace, or lose a FOB or have a FOB that is not working correctly, determining the appropriate action and creating work orders to correct any deficiencies found in the system.
• Assist with monitoring the security access control system (Lenel), to include low battery warnings, proper security camera operations, and keyless access outages. Create work orders or support tickets with appropriate vendors as appropriate.
• Work with the Sales, Marketing, and Communications Department to prepare new move-in and resident transfer packages (e.g. key fobs, parking stickers, etc.).
• Perform special assignments upon mission need or as requested.
• This is a full-time position with standard office hours; however, occasional evenings and weekends may be required to meet deadlines.

PHYSICAL REQUIREMENTS (includes adequate vision, speech, hearing, range of motion, lifting capacity, sitting/standing, etc.):

• Good health with adequate strength and endurance to work in all types of situations.
• Ability to walk, sit, stand, bend, stoop, and climb.
• Ability to lift 25 pounds.
• Adequate hearing ability to discern alarms and safety warnings.
• Occasional need to investigate issues outside the office in nearby residential units or other buildings on campus.
• Maintain neat personal appearance and proper hygiene.
• Maintain proper attitude and conduct using correct language and vocabulary.