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Overview:
The Office Manager assists all Directors with certain aspects of daily facility operations. The Office Manager co-ordinates the facility expenses and revenue with the Executive Director.
Duties and Responsibilities:
Receptionist/Concierge
- Answers main switchboard. Relays calls and messages.
- Greets visitors and gives directions.
- Documents all work orders to the Maintenance Director.
Human Resources
- Processes all employees in and out of the payroll system.
- Enters all hourly employees into the payroll hand punch system.
- Maintains hand punch system and employee hours to ensure hours are correct.
- Processes payroll on a bi-weekly basis.
- Enters all pay raises and maintains employee personnel files in payroll system.
- Assures complete and current personnel paperwork is on file for all staff.
- Maintains and updates Employee Handbook for salaried and hourly employees.
- Maintains all paperwork required for hiring and firing employees.
- Runs all background checks required by the State of Alabama for all staff.
- Assists with all ninety day and annual appraisals for employees.
- Reports all staff grievances or concerns in a timely manner to the Executive Director
- Ensures all employees have and wear their name badges
- Ensures all employees have up-to-date TB skin tests and flu shots.
- Informs all employees of available benefits.
- Processes any Workmen's Compensation claims.
- Distributes payroll checks.
Bookkeeping/Administration
- Responsible for completion of monthly Rent Roll Summary
- Responsible for completion of monthly Census reports.
- Assures residents' monthly invoices are accurate, and distributed in a timely manner.
- Receives and records residents' monthly rent payments.
- Submits monthly billing for Choices residents.
- Tracks all Choices payments. Follows up on rejected billing.
- Tracks all receivables and sends out collection letters when payments are late.
- Manages the petty cash account.
- Manages the residents' petty cash accounts.
- Orders all office supplies
- Prepares weekly invoices to be sent to Head Office via FedEx.
Marketing
- May conduct professional tours of facility and provide information regarding scope of services and associated fees.
- Maintains all copies of original residential paperwork required by the Marketing Director for admitting a new resident.
- Sends all documentation to Head Office regarding residents moving in or out.
Resident Care:
- Assures complete and current paperwork is on file for all residents.
- Assists residents with inquiries
- Listens to residents' comments (good or bad).
- Takes meal orders for residents' guests and gives to Dietary.
- Assists residents when needed.
- Reserves guest rooms when needed
Required skills, education and experience for Office Manager:
- Associates Degree or higher.
- Experience pertaining to the job description is preferred.
- Must have the ability to maintain effective working relationships with other co-workers and relate well with authority figures.
- Must be passionate about seniors
- Able to work with seniors ranging from independent to those requiring assistance with physical and cognitive impairments.
- Requires frequent sitting, standing, bending, reaching, stooping, twisting, pushing, and walking.
- Must present a neat, clean, and professional appearance and demonstrate a positive and cheerful attitude towards other associates and residents and their families
- Must understand that they are subject to exposure to hazardous chemicals and infectious substances.
- During winter weather may be exposed to inclement conditions.