Office Manager

Job Description

POSITION SUMMARY

Functions as Office Manager/Receptionist/Administrative Assistant to the staff of Mother of Perpetual Help (MOPH). As the first contact in the facility, it is imperative that the Office Manager has a pleasant and positive attitude as this is the first impression of visitors and potential residents. Must follow HIPPA guidelines. The main goal is to greet residents, family members, and guests as they enter the building. Responsibilities include, but are not limited to, communicating with the residents and providing a warm atmosphere in which they live. In addition to customer service, various tasks include daily routine services (i.e., notification of guest arriving, logging packages, filling out check requests for priests for liturgy and Sacristan, ordering of office supplies, etc.), managing office duties, oversight and scheduling, and evaluations of the receptionists. Works on tasks for the Administrator and assists other MOPH front office staff. This is a salaried position.

PAY RANGE

1. $40,000-50,000/year

DUTIES & RESPONSIBILITIES

1. Creates a warm atmosphere for the residents, visitors, and staff.
2. Performs receptionist and administrative functions.
3. Prepares office supply orders.
4. Supervises, schedules, and prepares evaluations for receptionists.
5. Contacts appropriate personnel when a work order is submitted or an emergency arises.
6. Controls entrance door to MOPH.
7. Manages the visitor sign-in registry and makes calls to the resident upon request.
8. Answers telephone, directs calls to the proper person, and takes messages.
9. Schedules PDR, Sitting Room, and Atrium for family use.
10. Writes up maintenance requests, logs completion information, and calls in requests to the Help desk.
11. Maintains TEL communications with maintenance.
12. Ensures that all daily/weekly menus are merged and printed accordingly.
13. Prepares and publishes the monthly newsletter.
14. Uploads future and current resident files into Matrix and fills in resident face sheets prior to admission.
15. Distributes packages and medicines to nursing.
16. Responds to alarms panel, makes announcements of Fire area via overhead pages, and notifies appropriate staff members.
17. Liaises with clergy and ensures priest coverage for all Masses at MOPH.
18. Prepares check requests for priest and sacristan stipends and beauticians.
19. Responsible for maintenance and repair of all office equipment.
20. Assists in coding all supply invoices for Administrator's signature.
21. Creates petty cash log and balances monthly.
22. Ensures that all apartment keys are accounted for and secure during shift.
23. Maintains and updates spreadsheets of apartment maintenance.
24. Creates, maintains, and communicates the yearly schedule for all MOPH receptionists.
25. Responsible for coverage of Front Desk at MOPH.
26. Prepares written receptionist policies and procedures.
27. Supervises the evening, night, and weekend receptionists.
28. Prepares and delivers receptionist evaluations.
29. Assists Wellness Director, Resident Care Coordinator, Life Enrichment Coordinator, and others as needed.
30. Conducts tours as requested.
31. Distributes vending machine reimbursements from Administrative Assistant.
32. Maintains supply of and sells postage stamps.
33. Communicates appropriate information to the evening staff.
34. Prepares Administrator's written correspondence.
35. Performs other duties as assigned.