Administrative Assistant (Full Time)

Williamsburg Landing Inc•Williamsburg, VA

4h•Onsite

About The Position

The Administrative Assistant provides support to the Healthcare Administrator and Assisted Living Manager by serving those who live in, work in, or visit Assisted Living and Health & Rehabilitation in person, on the phone, and through postal or electronic media. Reporting to the Senior Administrative Assistant, this position responds to routine requests, arranges for resident transportation, and answers the telephone.

Requirements

High school diploma or GED required
One or more years of experience in an administrative or customer service roles, preferably in the senior living industry
Proficiency in MS Office (Word, Excel, and PowerPoint) and Google Suite, required
Demonstrated work experience with office procedures, proofreading, and bookkeeping
Basic knowledge of cash receipts and accounting procedures, required
Strong administrative skills
Highly organized, creative
Attention to detail
Ability to communicate effectively in English both verbally and in writing
Ability to understand and respond appropriately to older adults with unique life issues
Ability to exercise sound judgment and maintain professional working relationships
Ability to handle a wide variety of tasks simultaneously in a fast paced environment
Ability to read and interpret policies
Ability to relate well with visitors, residents, and staff in a courteous, friendly, prompt, and tactful manner

Responsibilities

Greets residents and visitors in a friendly, professional manner, answering questions or directing them to the appropriate area or department; answers the telephone promptly, transferring calls to appropriate departments/persons
Assists residents with small clerical tasks such as addressing cards and envelopes, making photocopies, and retrieving mail; stamps, sorts, and distributes mail; redirects improperly addressed mail
Provides information on facilities, services, and events
Submits work orders for the residents of Assisted Living and Health & Rehabilitation through the online portal and takes the initiative to follow up on any outstanding work orders to ensure completion
Remains alert to problems, changes, or needs of residents and relays needs or concerns to the proper departments, following up when necessary
Manages retail store sales, reconciles sales, and runs reports when needed
Documents and maintains up-to-date front desk procedure manual
Provides administrative support as requested to the Healthcare Administrator and others as assigned
Assists with month-end inventory of medical supplies in the facility’s retail store
Assists with scheduling private CNA companions, as needed, for Assisted Living, Health & Rehabilitation, Memory Support, and Namaste residents
Responsible for making Skilled and Long-Term Care appointments and setting up transportation to and from the appointments; provides appointment reminders to the appropriate staff and residents in advance of their appointments
Receives deliveries for the Health & Rehabilitation Center, sorts business and resident mail, redirecting improperly addressed mail and distributing mail to residents
Assists with minor IT and TV issues for resident’s when/if requested
Reviews applications in applicant tracking system, conducts phone screens and schedules interviews with applicants and hiring managers; verifies licenses for candidates as needed
Responsible for the general appearance of the lobby and front desk
Performs other duties as assigned