Administrative Assistant

3 weeks ago

Rocky Mountain House, Canada Christenson Communities Full time

**Are you a fun and upbeat administrative professional looking to join a new team?**

If so, you should consider joining **Christenson Communities** We’re looking for permanent Administrative Assistant to join our team at our location, **The Ravines at Park Avenue in Rocky Mountain House, Alberta.**

**This is a full-time position working Monday-Friday from 8:30am-4:00pm.**

The Administrative Assistant provides front-line customer service to residents, potential residents, staff, contractors, investors, corporate offices, and other service providers. This position has a large public relations focus with both residents and visitors and has strong customer satisfaction accountability to the residents.

Under the direction of the Community Manager, this position performs a wide variety of administrative duties and general office tasks. Assisting with employee management, ensuring the promotion and provision of the highest quality of service to residents, and compliance with established standards. The Administrative Assistant is also responsible for the coordination of housekeeping, suite, and building maintenance and managing vendor relations.
- **Key Responsibilities**:_

**General Administration**:

- Be a Christenson Communities Brand Ambassador; providing information about services and amenities available in the building, the neighborhood, and community; Possessing a thorough knowledge of all Christenson Communities campuses (i.e., locations, types, building information, etc.)
- Establish and maintain good working relationships with all staff, residents’ families, the community, physicians, and other professionals.
- Assists reception with welcoming and greeting residents and visitors, answering questions, granting access to the building, and directing people to the appropriate locations
- Takes meeting minutes for most committees, councils and other resident service meetings (Update all binders accordingly).
- Direct resident/family concerns or questions as necessary to nursing team, DOC or AHS Case Manager for response or action.
- Ensure residents and Supportive Living families receive clear, regular, and effective communications (welcome packages, monthly door drops, notices, newsletters, dining menus, recreation calendars etc.)
- Completes the Bank Deposit for the admin area
- Maintain a work environment of cleanliness and organization
- Updating policy binder, emergency binder, etc. as needed

**Resident Services**:

- Coordinating move ins/ move outs, completing walk-through’s, notice of termination, suite deductible and inspections with residents and families.
- Post notices on all levels regarding day and time of moves.
- Reserve elevator and input maintenance request to install elevator pads. Release elevator keys, when necessary.
- Preparing welcome packages for new residents.
- Reviewing emergency evacuation procedures and ensuring completion of emergency access forms and medical information sheets with new residents.
- Ensures the needs of residents are assessed on move in and as required thereafter and assists in making recommendations to residents, families or staff to ensure a smooth transition to the various available services, or to alternate accommodations if required.
- Conduct suite checks and mail collection when residents are away for extended periods, and for empty units.
- Updates resident information in Yardi (adding phone numbers, pictures, etc.)
- Main source and contact to help residents with Alosant App (Updating all information for the app)

**Building Operations**:

- Turnover of suites, scheduling and maintaining relationships with contractors, following up with maintenance, reviewing PMs and coordinating maintenance with resident’s suites
- Respond to property and resident related emergencies, liaising with Executive Director, resident families and emergency contractors.
- Maintain and update comprehensive resident files (per unit), including maintenance history and parking stall records
- FOB set up and Key Distribution
- Entering and maintaining work orders in Yardi for both the community and resident suites.

**Billing**:

- Entering purchase orders in Yardi
- Coordinates billing requests and statements form head office when needed or requested from residents (monthly charges, tax statements, etc.)
- Completing service agreements for private pay services (meals, housekeeping etc.)

**Staff Management**:

- Maintaining accurate and comprehensive employee records, including databases and all personnel filing
- Onboarding new housekeeping, maintenance and recreation staff into the organization. Processing new hire documentation and ensuring personnel files are up to date, conducting new hire orientations, and communicating important information to the payroll and benefits team.
- Coordinates Housekeeping Schedules for Residents (Cleaning Schedule) and Service to residents.

**- Completing Building Tours and Assist Sales Team**
- Assist potential residents with si

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