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Administrative/Office Coordinator

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The Administrative Coordinator provides clerical assistance, answers the switchboard, greets and screens visitors, sorts the incoming mail, serves as the point person for information and handling business office transactions for a life plan community.
Essential Activities and Tasks
Operations Support
Proactively provides administrative support anticipating needs related to scheduling, meeting materials, communications, clerical support, special projects, event planning and coordinating, and distributing documents and other mailings.
Processes daily paperwork (i.e. work orders, reports, invoices, check requests, etc.), then reviews and follows-up regarding the status of the paperwork.
Prepares memos, letters, reports, slide presentations, handouts, flyers, etc. as requested.
Provides clerical assistance relating to special projects and assignments, which may include meeting minutes.
Creates, updates, and maintains mail merge database, including mailings, telephone, and cell phone directories.
Handles collection and distribution of departmental mail and courier deliveries, then forwards and redirects when necessary. Takes mail to post office as needed.
May coordinate all aspects of departmental, board, and/or committee meetings, including scheduling, agenda development, preparing meeting materials and presentations, facilitating mailings, taking minutes, and set-up and clean-up. Also, may serve as support for board and committee members and as a liaison to organization resources and staff members.
Helps with board, staff, resident, and/or client events as requested.
Maintains current and accurate records through use of computers and/or other documentation in accordance with company standards and federal, state, and local standards, guidelines, and regulations.
Adheres to the records management system policy and procedures for the department and ensure departmental staff does the same.
Operates within the standard practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.
Customer Relations and Service Delivery
Interfaces with board members, life plan community staff, residents, clients, and family members as a key administrative contact and liaison by answering questions, providing information, and ensuring appropriate follow-through and/or resolution is executed in a pleasant, professional, and timely manner.
May fill in for the Receptionist answering the multi-line telephone system and directing calls to proper departments and/or staff, monitoring the main entrance, greeting and directing visitors, verifying who is entering the building, and maintaining the sign-in log for visitors, volunteers, and vendors. Also, calmly handles all emergencies with resident alert alarms, fire alarms, etc.
Financial, Assets, and Materials Management
Processes check requests and pays invoices and expenses.
Collects forms from new vendors used to add them to the accounting system.
Files accounts payable batches.
Boxes accounts payable batches and sends to off-site storage.
May develop and maintain a system for purchasing office supplies for the location and/or department.
Monitors departmental expenses placed on credit cards and P-cards.
Assigns purchase order (PO) numbers to PO requests and notifies staff of PO status. Makes PO adjustments as necessary and files appropriately, if applicable.
May assist with computer/network problems and helping to resolve system issues.
Provides technical support for meetings and presentations.
May assist the Corporate Accounts Receivable Department with resident communications regarding past due charges and account status at a life plan community.
Prepares resident charges and reviews for accuracy a file that is uploaded to the Corporate Accounts Receivable Department once a month, if supporting a life plan community.
All other duties as assigned.
Qualifications
Education
High school diploma or equivalent required.
Experience
Two years experience in an administrative/clerical position preferred.
Two years experience with a multi-line telephone system preferred or required.
Experience in general accounting practices preferred.
Knowledge of office machines, equipment, and procedures required.
Must be able to type a minimum of 50 words per minute.
Proficiency with Windows, Microsoft Office (Word, Excel, PowerPoint), and the internet required.
Other Requirements
Must be able to read, write, speak, and understand the English language.
Must possess a valid driver's license and acceptable driving record. Must be insurable under professional liability and crime coverage policies as specified by insurance carrier underwriting standards.


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