Plant Ops. Administrative(FT)

Life Care Services•Cupertino, CA

4d•Onsite

About The Position

When you work at THE FORUM, you have a front-row seat to the amazing life stories of the wisest people on earth. What’s more, you are part of an extraordinary company – one that’s investing in the future of senior living by investing in you. Don’t just do a job. Be part of an extraordinary life! THE FORUM is recruiting for a hospitality focused Plants Ops Administrative to join our team! Provide executive-level administrative support to the Plant Operations Director and department leadership; process invoices, manage work order system and associated quality control reporting processes; schedule departmental meetings and special projects; manage departmental correspondence; assist with CAPEX project management and supportive documentation; assist with scheduling and monitoring preventive maintenance program. Maintain an orderly, efficient, professional office. Follow the direction of the department management staff and complete duties in a timely manager while meeting or exceeding The Forum hospitality and service standards. Maintain an orderly, efficient, professional office. Follow the direction of the department management staff and complete duties in a timely manager while meeting or exceeding The Forum hospitality and service standards.

Requirements

Knowledge of Word Perfect, Excel, and calendar plus: ability to use a personal computer, typewriters and other office equipment.
Account Payable Experience
Have proficient knowledge of bookkeeping and financial record keeping using the department budget management system.
Ability to effectively communicate with residents, families, supervisors and community team members.
Ability to perform duties with minimal supervision.
Willingness to work with the elderly.

Responsibilities

Be first point of contact for the Resident Help Desk during normal working hours.
Main point of contact for contractors (check-in, scheduling, and collecting invoices).
Assist Plant Ops Management staff (Director, Associate Director) with various duties and requests as needed.
Handle all calls from the Front Desk staff that require immediate attention.
Add, remove and update resident profiles in Worxhub.
Comply with management, objectives, department, and SOP’s.
Place orders for supplies for department needs through PO (purchase Order) system in department after receiving management approval.
Take resident complaints and work with team members to resolve issues or seek management direction.
Handle all key requests, garage door openers for residents, team members and Sales Office.
Assist with reports as requested by Department Director.
Maintain an accurate and organized filling system.
Match up invoices with material requisitions, packing slips, and delivery slips.
Maintain a financial record system using department budget management system.
Oversee charge slips/credit slips for residents and Sales Office.
Maintain accurate log sheets.
Checkbook maintained on a weekly basis and coded to the correct and appropriate account.
Properly track and administer maintenance contracts of department.
Assist with planning, organizing, entering information, and maintaining WorxHub.
Take service requests from residents.
Maintain up to date profiles for residents noting preferences, locations, and contact information.
Input physical plant assets in Worxhub, and any newly installed assets specific to each unit for IL/HCC.
Follow up on all work orders and call back residents/managers on the status of pending work orders.
Coordinate all Landscape work order requests with residents.

Benefits

Medical, Dental, and Vision insurance
HSA and FSA options
Life and Disability coverage (basic and voluntary)
Voluntary Accident, Critical Illness, Identity & Fraud Protection, and Pet Insurance
Competitive benefits and 401(k) with company match
Referral Bonus Program - Up to $500 per referral!
Generous PTO, Paid Holidays and Bereavement Leaves
Employee Assistance Program
A Safe and clean work environment
Birthday Celebration, Service Tenure Awards and Monthly Employee Engagement Activities
Career Advancement Opportunities
Tuition Reimbursement Program
A warm, engaging, and mission-driven workplace where your impact truly matters
Opportunity to make a meaningful impact on residents' lives