Administrative Assistant/Receptionist
The Westland House The Westland House Westland, MI Westland, MI Full-time Full-time $18 - $20 an hour $18 - $20 an hour 22 hours ago 22 hours ago 22 hours ago Essential Duties 1.
Responsible for all administrative duties that support marketing/sales and the daily operations of the community.
2.
Assist the Executive Director in providing and coordinating services to residents, resident families, and guests.
3.
Assist the Executive Director in coordinating the details related to move-ins and move-outs.
4.
Maintain accounts receivables, which include all resident billing information, generate resident billing statements, post payments and collections to the appropriate accounts.
This information is maintained on Right-Click.
5.
Perform all accounts payable duties as assigned.
6.
Responsible for maintaining the resident administrative files and the employee files.
7.
May also be responsible for coordinating the community transportation.
Bottom Line:
The Administrative Assistant is responsible for doing anything that will support the Executive Director so he/she is able to focus on the key aspects of sales, marketing, and operations.
This person must be willing and able to anticipate needs and to be very resourceful in every way, every day! Additional Duties 1.
Organize the office functions and flow of communication to facilitate achievement of the community goals.
2.
Maintain and monitor all office supplies and purchases as directed by the Executive Director.
3.
Maintain and coordinate the schedule for marketing event mailings.
4.
Develop and maintain relationships with potential referral sources.
Conduct regular marketing visits to these individuals, companies or organizations.
5.
Distribute promotional information to support the community marketing objectives.
6.
Develop sales leads through follow up calls to various individuals on the lead bases as assigned.
7.
Refer sales leads to the Executive Director for additional follow-up or advancement.
8.
Assist in sales activities as requested by the Executive Director, including conducting tours and presentations.
9.
Maintain the database on all client leads (YGL database).
Generate weekly sales and marketing reports as assigned.
10.
Answer the community phones and direct calls as appropriate.
11.
Sort and distribute the daily mail.
12.
Maintain updated lists for the following:
resident occupancy, telephone numbers, employee mailing information, employee anniversary dates, etc.
to assist in an organized approach to all aspects of the business operations.
13.
Perform general secretarial and administrative duties for all community department heads.
14.
Participate, under the direction of the Executive Director, in the provision of services to residents.
15.
Prepare weekly and monthly reports as directed by Executive Director.
16.
Maintain confidentiality of verbal and written information pertaining to residents, prospective residents, employees, and community operations.
17.
Carry out other duties as assigned by Executive Director or as necessary to maintain quality and continuity of services, safety of residents and security of premises.
Maintain open communication and provide guidance to community employees as related to dining services issues and topics.
Recommend changes in internal methods or procedures to the Executive Director.
Maintain current knowledge of policies and procedures as related to position or employment.
Complete, obtain required approvals, and submit, in a timely fashion, all paperwork as related to the position.
Follow established safety regulations and use equipment and supplies in a safe manner.
23.
Promote and support the Community mission, vision and objectives in all activities.
Qualifications Minimum of high school diploma.
AAS or baccalaureate degree in business-related discipline preferred.
Excellent written communication skills.
Proficient communicator and listener.
Ability to work with minimal daily supervision.
Ability to work independently and as part of a team.
Excellent relationship-building skills.
Computer literacy with high levels of accuracy and detail orientation.
Ability to be approved as a designated driver - valid state driver's license and driving record acceptable to our insurer.
Ability to handle multiple functions at the same time and maintain good organizational skills.
Knowledge of the senior care industry preferred.
Proven track record in providing a high standard of customer satisfaction.
Ability to travel to seminars, workshops and other development sessions.
Physical Requirements Ability to sit, stand, and/or walk for 8 hours (per work day).
Ability to work rapidly for 2-hour blocks of time within the workday.
Ability to work under time pressure for 8 hours (per workday).
Ability to walk on flat dry and wet surfaces.
Ability to use standard keyboard and to work with computer monitor or screen.
Ability to operate all office equipment (i.
e.
fax, computer, calculator, telephone, photocopy machine, and printer).
Ability to use the standard telephone.
Job Type:
Full-time Pay:
$18.
00 - $20.
00 per hour
Benefits:
Dental insurance Health insurance Paid time off Schedule:
8 hour shift Education:
High school or equivalent (Preferred)
Experience:
Administrative Assistants & Receptionists:
1 year (Preferred) Customer service:
1 year (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
Responsible for all administrative duties that support marketing/sales and the daily operations of the community.
2.
Assist the Executive Director in providing and coordinating services to residents, resident families, and guests.
3.
Assist the Executive Director in coordinating the details related to move-ins and move-outs.
4.
Maintain accounts receivables, which include all resident billing information, generate resident billing statements, post payments and collections to the appropriate accounts.
This information is maintained on Right-Click.
5.
Perform all accounts payable duties as assigned.
6.
Responsible for maintaining the resident administrative files and the employee files.
7.
May also be responsible for coordinating the community transportation.
Bottom Line:
The Administrative Assistant is responsible for doing anything that will support the Executive Director so he/she is able to focus on the key aspects of sales, marketing, and operations.
This person must be willing and able to anticipate needs and to be very resourceful in every way, every day! Additional Duties 1.
Organize the office functions and flow of communication to facilitate achievement of the community goals.
2.
Maintain and monitor all office supplies and purchases as directed by the Executive Director.
3.
Maintain and coordinate the schedule for marketing event mailings.
4.
Develop and maintain relationships with potential referral sources.
Conduct regular marketing visits to these individuals, companies or organizations.
5.
Distribute promotional information to support the community marketing objectives.
6.
Develop sales leads through follow up calls to various individuals on the lead bases as assigned.
7.
Refer sales leads to the Executive Director for additional follow-up or advancement.
8.
Assist in sales activities as requested by the Executive Director, including conducting tours and presentations.
9.
Maintain the database on all client leads (YGL database).
Generate weekly sales and marketing reports as assigned.
10.
Answer the community phones and direct calls as appropriate.
11.
Sort and distribute the daily mail.
12.
Maintain updated lists for the following:
resident occupancy, telephone numbers, employee mailing information, employee anniversary dates, etc.
to assist in an organized approach to all aspects of the business operations.
13.
Perform general secretarial and administrative duties for all community department heads.
14.
Participate, under the direction of the Executive Director, in the provision of services to residents.
15.
Prepare weekly and monthly reports as directed by Executive Director.
16.
Maintain confidentiality of verbal and written information pertaining to residents, prospective residents, employees, and community operations.
17.
Carry out other duties as assigned by Executive Director or as necessary to maintain quality and continuity of services, safety of residents and security of premises.
Maintain open communication and provide guidance to community employees as related to dining services issues and topics.
Recommend changes in internal methods or procedures to the Executive Director.
Maintain current knowledge of policies and procedures as related to position or employment.
Complete, obtain required approvals, and submit, in a timely fashion, all paperwork as related to the position.
Follow established safety regulations and use equipment and supplies in a safe manner.
23.
Promote and support the Community mission, vision and objectives in all activities.
Qualifications Minimum of high school diploma.
AAS or baccalaureate degree in business-related discipline preferred.
Excellent written communication skills.
Proficient communicator and listener.
Ability to work with minimal daily supervision.
Ability to work independently and as part of a team.
Excellent relationship-building skills.
Computer literacy with high levels of accuracy and detail orientation.
Ability to be approved as a designated driver - valid state driver's license and driving record acceptable to our insurer.
Ability to handle multiple functions at the same time and maintain good organizational skills.
Knowledge of the senior care industry preferred.
Proven track record in providing a high standard of customer satisfaction.
Ability to travel to seminars, workshops and other development sessions.
Physical Requirements Ability to sit, stand, and/or walk for 8 hours (per work day).
Ability to work rapidly for 2-hour blocks of time within the workday.
Ability to work under time pressure for 8 hours (per workday).
Ability to walk on flat dry and wet surfaces.
Ability to use standard keyboard and to work with computer monitor or screen.
Ability to operate all office equipment (i.
e.
fax, computer, calculator, telephone, photocopy machine, and printer).
Ability to use the standard telephone.
Job Type:
Full-time Pay:
$18.
00 - $20.
00 per hour
Benefits:
Dental insurance Health insurance Paid time off Schedule:
8 hour shift Education:
High school or equivalent (Preferred)
Experience:
Administrative Assistants & Receptionists:
1 year (Preferred) Customer service:
1 year (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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