Office Manager

Position Summary:

Assist the Executive Director in establishing and maintaining adherence to all systems and processes that bring forth benchmarks for high level resident experience. Directly oversee Dining Services, Business Office and Community Engagement.

Qualifications:

• 2 or more years relevant and strong management experience, including strong interpersonal and communication skills.
• High level of confidentiality and professionalism.
• Demonstrate leadership ability.
• Demonstrate ability to communicate effectively in English, both verbally and in writing.
• Maintain CPR and first aid certification.
• Maintain any certifications as required by state or provincial regulations.

Essential Duties & Responsibilities:

• Maintain resident, employee, and community information in strict confidence (with community management or other employees as necessary).
• Assist in recruiting, hiring, supervising, evaluating, counseling, and, if necessary, terminating employees.
• Assure adherence to all Experience Systems for the Community and directly oversee Engagement Coordinators, including but not limited to:
• Completing Engagement Coordinators monthly work schedule;
• Conducting weekly department meeting;
• Monitoring program budget.
• Assure adherence to all community Accounting Systems.
• Assist in assuring adherence to Community Budget.
• Assist in assuring adherence to all Dining Services Systems.
• Assist with Tours of the Community as needed.
• Perform staff duties necessary for immediate community operation in case of staffing problem.
• Directly oversee Administrative Assistant, Receptionist duties, including but not limited to:
• Completing monthly work schedule of Administrative Assistant, Receptionist and Bus Driver;
• Assuring all clerical functions are performed correctly;
• Arrange coverage of reception desk during break and lunch periods.
• Graciously greet all visitors and politely assist them as necessary.
• Promptly answer telephone, directing calls to appropriate persons or relaying messages.
• Monitor resident call system and assure staff response (if call systems adjacent to reception desk).
• Perform Accounts Receivable duties, including but not limited to:
• Completing resident move-in, intra-community transfer, move-out, and rental and service tier adjustment information;
• Recording, prepare, and reporting deposits received from prospective residents;

• Operates Point of Sale (POS) systems;

• Perform Accounts Payable duties, including but not limited to:

• Entering invoices into company accounting system;
• Completing and submitting check requests;
• Completing credit card reconciliation;
• Completing Deposit Refund Requests;
• Distributing checks to vendors;
• Approving payables in company accounting system;
• Perform Payroll duties, including but not limited to:
• Processing new employee paperwork, including assuring completion of employee file;
• Assist new employee with timeclock setup;
• Review timecard information for correctness, submit timecard information;
• Approve timecards for Receptionists and Bus Drivers.
• Distributing pay checks to employees;
• Directly oversee front of house personnel duties, including but not limited to:
• Recruiting, hiring, supervising, evaluating, counseling, and, if necessary, terminating dining services employees.
• Create, implement and conduct routine staff meetings, pre-shift meetings, and training programs.
• Assure staff is appropriately trained.
• Establish standards for service personnel performance and customer service.
• Assure servers are in dress code and order additional shirts and aprons as necessary.
• Complete and maintain monthly work schedule and duties for front of house personnel.
• Seat late arriving residents and guests as well as serve portion of meal missed.
• When necessary, perform work of all subordinates, including but not limited to:
  • Taking orders;
  • Serving food and drinks;
  • Clearing tables;
  • Read/write notes to hearing impaired guest and/or read menus to sight-impaired guests.
• Remain calm when confronted with an angry resident or guest, and address resident dining/engagement issues promptly.
• Help in physical set-up, execution and break-down of social functions and events.
• Keep immediate supervisor promptly and fully informed of all problems or unusual matters of significance and take prompt corrective actions where necessary or suggest alternative course of action that may be taken.

Other Job Duties & Responsibilities:

• Adhere to all community policies and procedures.
• Adhere to dress/appearance code. (Changes in attire may be permitted for special circumstances as directed by your supervisor).
• Perform all assigned work for the agreed-upon wage, accepting no additional payment or gifts from residents, vendors, or others.
• Promote resident advocacy and demonstrate excellent customer service skills.
• Serve as a role model for other employees by displaying a responsible, cooperative, respectful, and positive attitude.
• Represent the community in the community at large in a professional, courteous, and friendly manner.
• Demonstrate ability to perform duties under time constraints and deadlines.
• Attend education and training classes as required by state or provincial regulations.
• Perform other duties as assigned.

Commitment To Equal Opportunity

Brightwater Senior Living is an equal-opportunity employer and strives to provide an environment in which human dignity prevails. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, perceived race, color, national origin, citizenship status, ancestry, creed, religion, age, marital status, family/parental status, disability, sex, sexual orientation, gender identity, source of income, receipt of public assistance, status as a veteran or current or future military status. Brightwater Senior Living does not tolerate discrimination or harassment based on any of these characteristics.