Senior Living Office Administrator

The Office Administrator oversees the successful operation of a 24/7 front desk service and busy front office for our independent senior living community in Pineville, NC. This role involves a variety of office management, team management, accounting and leasing tasks. As the front office is the most frequent point of contact between residents, families, team members and our community, it is up to the Office Administrator to ensure that it is being run as efficiently as possible. This position reports to the General Manager and acts as a main contact for support throughout the community as a whole.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Front Desk & Office Management:

  • Provides coverage for front desk staff during vacations, callouts, and other coverage needs

  • Creates schedule for front desk staff and acts as their main contact person for time off requests

  • Maintains organization of front desk, back room, key boxes, and mail room

  • Tracks office supplies and orders additional items as needed

  • Leads and coaches all front desk staff on shift duties including market procedures, Yardi workorders, laundry, Lyft, transportation, food charges and housekeeping charges accrued by residents

  • Updates property management staff on any procedures or programs rolled out

  • Trains all front desk staff on who to contact and when to escalate in case of emergency

Account Management:

  • Posts charges to resident ledgers and generates and distributes resident monthly rent statements

  • Collects, sorts and deposits all rent checks

  • Posts and distributes late fee and collection letters to residents, performs collection calls

  • Generates and distributes Aging Receivables report for all accounts past 60 days

  • Meets with residents and/or their families to resolve disputes and arrange payments plans

Leasing:

  • Processes residents’ move-ins, move-outs and renewals on Yardi platform, performs associated accounting functions

  • Performs income certification, record keeping, and management of tax credit processing procedures

  • Maintains resident files in Yardi & Jonas platforms

Required Education and Experience

  • High School diploma or equivalent

  • 2-4 years’ administrative or customer service experience, some in a leadership role

  • Proficiency with Microsoft Office

  • 1-3 years’ bookkeeping experience and/or accompanying knowledge of financial practices

Preferred Education and Experience

  • Previous experience working as an Office Administrator/Manager or similar role

  • Prior experience working in an independent senior living facility is a plus

  • Knowledge of Yardi software is a plus

Competencies

  • Superb customer service skills with the ability to troubleshoot critical situations with ease

  • Excellent communication skills with strong leadership

  • Ability to work independently with limited supervision

  • Strong attention to detail and organization skills

Supervisory Responsibility

This position oversees the front desk staff under the guidance of the General Manager.

The company provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Please note that this job description is not designed to cover all activities, duties or responsibilities. Activities duties and responsibilities may change at any time with or without notice.

Job Type: Full-time

Experience:

  • Bookkeeping: 2 years (Preferred)

  • Supervisor: 2 years (Preferred)

  • Office Administration: 3 years (Preferred)