Scheduler/Office Manager

The Office Manager is a key role at Aspen. This role is responsible for answering phones and greeting guests, scheduling staff and managing call-offs, may support hiring/onboarding of employees, human resources activities, business administration and ordering of supplies, payroll processing and submission, and to provide support in any aspect for operating an assisted living community.

This role works closely alongside the Executive Director and key department heads. An ideal candidate is detail oriented, positive and energetic professional who doesn't mind wearing multiple hats. We never tell our Residents or families 'that's not my job'. So if you are a caring and team spirited individual with strong administrative skills, you will excel at this position. This position will include benefits after a 90-day probationary period.

Responsibilities include but are not limited to:

• Scheduling of staff and managing call-offs
• Payroll prep/support
• General office management - filing, hiring, post/tracking jobs, etc.
• Other Administrative Duties such as (but not limited to):

-Greeting visitors to the community in a cheerful and upbeat attitude ensuring they record their visits in our sign in and out register

-Answer, screen and route all calls in a prompt and professional manner

-Develop intra-office communication protocols, streamlining administrative procedures, and inventory control

-Assist with Resident Admissions paperwork creating and updating Resident business files

-Adhere to and ensure employees follow company policy and procedures

-Manage submission of invoices, and reimbursment requests (e.g. petty cash) to main office in a timely manner

-Maintain office supplies and ensure equipment is in excellent operating condition, and report any issues promptly

-Maintain an environment that is neat, safe, and conducive to orderly work environment

-Ensure professionalism in dress and behavior with residents, family members and visitors (often first impression of the business)

-Provide Excellent Customer Service; appropriate understanding and empathy is required in each and every encounter with residents and their loved ones, as well as vendors, and guests

Qualifications

Mandatory Requirements:

• High-School Diploma or GED
• Prior relevant experience as an Office Manager and/or HR Manager preferred
• Flexible and supportive of management
• Provides accurate, organized, and detailed documentation and work products
• Good time management and organizational skills
• Ability to prioritize and multi-task
• Must show leadership abilities and work independently, efficiently and reliably
• Effective communicator with the ability to appropriately respond to needs and concerns as needed. Committed to maintaining a good rapport with staff and visitors.
• Demonstrates sensitivity, empathy, and a sincere interest in working with the Aged; experience working in Senior Living preferred
• Ability to respond calmly in emergency situations
• Strong written, verbal communications and interpersonal skills; a willingness to facilitate small group presentations
• Able to understand financial/business principles
• Must be able to work flexible hours including evenings, weekends, special events and holidays
• Must be able to pass a criminal background check, pass a drug screening, and abide by a Drug Free Workplace policy

Knowledge Requirements:

• Experience in accounts receivable/accounts payable, payroll or bookkeeping
• Computer proficient with experience in MS Outlook, Excel & Word
• Federal & State regulations for Assisting Living

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person