Business Office Coordinator

2 days ago

Longwood, United States Sonata Longwood Full time
Responsibilities:

  • The Business Office Coordinator supports the Business Office Director/Associate Executive Director and the Executive Director by serving as an ambassador for the Community. He/she executes concierges and administrative responsibilities for the Community
  • Provides positive first impression to all who enter the Community
  • Answers and screens all incoming telephone calls in a courteous and professional manner, routing calls and taking messages as appropriate
  • Greets all visitors in a friendly, courteous, and professional manner
  • Screens and requires visitors to "sign in" at reception desk
  • Notifies Residents of visitors
  • Instructs Resident's visitor according to Resident's instructions
  • Receives and processes incoming mail
  • Accepts all outgoing mail/packages
  • Types, copies, orders, and maintains inventory of office supplies, performing other clerical duties as assigned
  • Maintains and updates Emergency Phone Number Log and keeps log at front desk
  • Maintains and updates emergency contact information on each Resident and keeps information at front desk
  • Codes all invoices for payment
  • Manages resident file maintenance
  • Verifies the appropriate approvals on all invoices
  • Provides vendor information to the Accounting department
  • Batches weekly invoices for payment
  • Maintains employee I9 and Employee confidential file (maintained within business office)
  • Manages employee TB compliance
  • Uploads compliance documents in ALIS
  • Assists Business Office Director/Associate Executive Director with workers injury reporting processes and follow up procedures to maintain compliance with workers compensation policy
  • Manages compliance with in-services, fire drill logs, etc
  • May be assigned random clerical work as needed
  • May be assigned to work lost leads on occasion by sending formatted follow ups
  • Responsible for mailing checks and filing check stubs with invoices
  • Enters invoices
  • Archives resident files after move out
  • Responsible for all aspects of the move in coordinator job
  • Responsible for multiple aspects of the VIA program
  • Post new job requisitions in Symplr and refresh as needed
  • Reviews community Callrail system
  • Enters receipts for Wells Fargo
  • Follows all emergency procedures
  • Understands all safety practices and procedures
  • Communicates effectively with Executive Director and other staff
  • Immediately advises Associate Executive Director, Wellness Director, and Executive Director of any changes in physical and mental health of a resident
  • May be assigned other duties as assigned by supervisor
Qualifications:
  • High School Diploma or equivalent required; associate or bachelor's degree preferred
  • Successful completion of Business/Admin or bookkeeping/accounting courses is a plus
  • 2 to 4 years experience in administrative assistance and/or office management required
  • Must have word-processing and clerical skills
  • Strong organizational, oral, and written communication skills
  • Self-motivated and ability to work with minimal supervision
  • Must possess the ability to communicate effectively with all levels of management, employees and outside contacts
  • Customer service orientation
  • A proven team player
  • Physically able to bend and reach
  • Physically able to sit for extended periods of time
  • Physically able to push, pull and lift up to 40-50 pounds if necessary
Miscellaneous:
  • May have their picture taken and image used in social media or community advertising
  • May be video recorded from devices installed by families in residents' apartments
  • Required to work weekends and holidays as assigned
  • May be required to work on shifts other than the one for which hired
  • May be required to work extended hours (up to 16 hours per day)
  • May be exposed to infectious waste, diseases, conditions, etc., including HIV, AIDS, and Hepatitis B & C viruses
  • Could be subject to hostile and emotionally upset Residents due to mental status
  • Background, criminal, and drug tests as required by HR policies and procedures
  • May be asked to submit to random drug test during employment

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