This position is the initial contact and first impression of the community. They are responsible for greeting visitors, handling both external and internal calls from the residents, families and prospects, taking and passing on important messages and monitoring the entrance area for resident safety and cleanliness as well as enforcing covid-19 protocols. The full time position is needed for weekdays including an occasional weekend day from 8:30am-5:00pm. The ideal candidate is responsible for administrative duties and tasks that support the entire community including the Director of Community Relations in the marketing and sales efforts within the community, and the administrative duties that support the Executive Director, Wellness Director, Business Manager, Maintenance Director, and Food Service Director with the goal of assisting the community to run smoothly and efficiently.

Qualifications:

• Ability to effectively read, write and communicate in English.
• Ability to work flexible hours as needed
• Ability to multi-task
• Outgoing, energetic individual with excellent customer service skills
• Experience handling telephones
• Ability to work with management staff
• Ability to relate to residents and families
• Ability to relate to vendors
• Computer Literacy including Excel Spreadsheets, Word Documents, Email blasts, Data Entry
• Great organizational skills
• Quickbooks

Areas of Responsibility:

• Administrative Duties
• Filing
• Excel Spreadsheets
• Email blasts
• Data Entry

Front Desk

• Maintain professional, confidential atmosphere
• Maintain confidentiality, protect resident rights and dignity
• Manage entrance bell system*
• Answer phone with a smile and “can do” attitude within three rings
• Manage resident call bell system
• Maintain resident emergency family lists
• Organization of Charts/Records
• Responsible for maintaining cleanliness and appearance of front entrance
• Coordinating the incoming and outgoing faxes and scanning for all departments
• Monitoring and receiving visitors and resident logs
• Scheduling appointments for visits as well as FaceTimes/Zooms for residents and families.
• Ordering of community supplies, office supplies including fax and copier machine

Sales and Marketing

Supports the sales and marketing department in all aspects including but not limited to

• Answering phones in a welcoming manner
• Completing intial inquiry/discovery forms
• Data entry into computerized marketing data base
• Manage inventory of brochures
• Ensure all aspects of move in day are ready

Administrative Duties:

• Assist administrator with clerical needs
• Sorting mail for management and residents
• Manage daily census, resident rosters and distribution
• Post Weekly menus
• Computer entry – create and maintain administrative forms
• Assist with admission process as move in coordinator including but not limited to ensuring paperwork compliance, taking initial photos, data entry into our computer admissions program and personal data. Distribution of new resident paperwork and other tasks as assigned by managers
• Maintain records of new hires. Assist with reference checks and follow-up documentation for new employees
• Maintain records of employee personnel files, physicals, I-9's, training and medical testing.
• Ensures coverage for front desk 7 days a week.

Experience:

• relevant: 1 year or more (Preferred)
• Receptionist: 1 year or more (Preferred)
• Administrative Assistant: 1 year or more (Preferred)
• Marketing: 1 year or more (Preferred)
• Location:
• Chestnut Ridge, NY (Required)

Language:

• English (Required)

Working Days/Hours Per Week:

• Full Time- Monday- Friday 40 hours per week
• Available on weekends and holidays for occassional coverage

Work Location:

Chestnut Ridge, New York

This Job Is Ideal for Someone Who Is:

• Dependable - more reliable than spontaneous
• Ability to Multi -Task
• People-oriented - enjoys interacting with people and working on group projects
• Autonomous/Independent - enjoys working with little direction