Office Manager

Covenant Living•Mercer Island, WA

56d•Onsite

About The Position

Accountable for management of the administrative office and administrative support of the general operations of the community, all in accordance with state and federal regulations as well as organization policies and procedures. Directly manages the Receptionists and the functions of the Reception desk. Executive Administrative Office Operations: Provides primary clerical support to the Executive Director, including coordinating calendar and schedules, composing and typing correspondence, and other administrative support and clerical functions. Serves as team member in special projects and prepare reports on specific areas as requested by the Executive Director. Works with the Executive Director in maintaining the resident directories, manuals, building fire lists. Also general administrative procedure manual. Admits new RL residents and scans resident updates into Vision software system. Reports resident information to corporate office, maintain resident files. Maintains all business associate and contract files and ensures vendor contracts and related information is current for consultants used by campus. Updates business associates contract log for quarterly review. Maintains all insurance reporting for company car/bus accidents and property/building losses to corporate office. Assists in gathering information and resolving these issues. Maintains insurance reports in binder. Oversees the responsibility for ordering office supplies. Orders business cards for staff. Maintains office equipment and repairs. Oversees postage and UPS functions including postage meter monitoring/refill. Distributes internal mail, faxes. Sends out written and verbal communication from the Executive Director in a timely manner. Prepares the weekly newsletter, distributed to staff and residents. Prepares closed circuit TV slides for administrative communications. Responsible for petty cash receipting and accounts payable check distribution. Scans incoming benevolence gift checks to Stewardship Manager. Knows the eTapestry benevolence donation system, helps in updating records and benevolence correspondence. Helps with the annual Gala fundraising event. Collects annual community benefit forms and records in benefit log. Provides Notary services. Supervises and manages the Receptionists in the accomplishments of their regular responsibilities, and in support of the overall operation of the administrative office and the general operations of the campus. Gives reception breaks and coverage as needed, including weekends. Supervises the work of the receptionist's activities in the assignment of garage spaces, storage spaces, communication to facilities management of needed repairs, etc. Responsible for Reception desk functions and operations.

Requirements

High School Diploma
2 years experience in an office or related field
2 years management or leadership experience
Knowledge of general office practices and procedures required.
A sincere interest in people and the ability to relate to people at all levels is necessary, as well as the ability to handle a variety of tasks and responsibilities with limited supervision and direction.
Dependable, flexible, motivated, and have a willingness to take initiative.
Excellent skills in interpersonal relationships, organization, and communication (English, oral and written).
Ability for accuracy and ability to maintain confidentiality, as well as tactfulness and attention to detail. Clerical skills are required.
Accurate typing ability and knowledge of Microsoft Office, especially Word and Excel.
Must have the ability to respond effectively and efficiently to resident potential emergency situations, including assessing and routing of information quickly to appropriate parties, 911, etc.
Must have the ability to operate multiple telephone line system including incoming calls, transfer, and intercom calls, and to accurately transmit messages.

Nice To Haves

Bachelors degree
A general knowledge of a continuing care retirement community or the ability to learn is beneficial.

Responsibilities

Provides primary clerical support to the Executive Director
Serves as team member in special projects
Maintains resident directories, manuals, building fire lists
Admits new RL residents and scans resident updates into Vision software system
Maintains all business associate and contract files
Maintains all insurance reporting for company car/bus accidents and property/building losses to corporate office
Oversees the responsibility for ordering office supplies
Maintains office equipment and repairs
Sends out written and verbal communication from the Executive Director
Prepares the weekly newsletter
Prepares closed circuit TV slides for administrative communications
Responsible for petty cash receipting and accounts payable check distribution
Scans incoming benevolence gift checks to Stewardship Manager
Helps with the annual Gala fundraising event
Provides Notary services
Supervises and manages the Receptionists
Supervises the work of the receptionist's activities in the assignment of garage spaces, storage spaces, communication to facilities management of needed repairs, etc.
Responsible for Reception desk functions and operations