Administrative Assistant

Administrative Assistant - Hillcrest Country Estates Cottages

Location: Papillion, NE
Service Line: Hillcrest Country Estates Cottages

Hillcrest Health & Living is looking for an organized, dependable, and detail-oriented Administrative Assistant to join our team at Hillcrest Country Estates Cottages in Papillion, NE.

Hillcrest Country Estates Cottages provides a warm, home-like environment where elders receive personalized support while maintaining as much independence, choice, and connection as possible. Behind that care is a strong administrative team helping keep communication, financial processes, onboarding, and day-to-day operations running smoothly.

At Hillcrest, our mission is simple: Inspiring people to live their best lives. As an Administrative Assistant, you will provide clerical and administrative support to key Cottage leaders while helping coordinate important business-office functions including private pay collections, census management, accounts payable, team member onboarding, resident and family communication, and general office operations.

What You'll Do

As an Administrative Assistant , you will support the Administrator, Director of Clinical Services, and Cottage leadership while helping keep important administrative and business-office processes organized and on track.

You will:

• Provide administrative support to the Administrator, Director of Clinical Services, and Cottage Guides.
• Prepare and distribute meeting agendas.
• Attend meetings and take minutes as needed.
• Complete prepaid and private-pay collection activities.
• Track resident Medicaid annual reviews, pending applications, and status updates.
• Support residents and responsible parties with financial-related questions and communication.
• Assist with resident trust management.
• Communicate resident financial responsibilities and provide general education regarding insurance payment responsibilities.
• Provide front-desk and receptionist coverage as needed.
• Process daily bank deposits.
• Complete census reporting.
• Post and reconcile ancillary charges.
• Manage petty cash.
• Support general office management and organization.
• Maintain emergency call-tree information.
• Coordinate education and meeting calendars.
• Process incoming and outgoing mail.
• Assist with copier maintenance and office-equipment needs.
• Order and maintain office supplies.
• Support the accounts payable process, including transactions in the electronic A/P system.
• Serve as a liaison for billing questions or disputes involving outside service providers.
• Assist with team member onboarding, including uniforms, name tags, onboarding packets, and HR compliance tracking.
• Assist with team member recognition programs and purchasing recognition items.
• Work collaboratively with residents, families, leaders, and team members across the Cottages.
• Assist with additional administrative responsibilities as assigned.

The role combines executive and clerical support with financial administration, resident communication, accounts payable, census reporting, onboarding, and overall office management.

What We're Looking For

We are looking for someone who is highly organized, dependable, and comfortable managing a wide variety of responsibilities in a fast-paced environment.

The right candidate will be someone who notices details, follows through, and understands the importance of keeping administrative processes accurate and moving forward. This role regularly interacts with residents, families, leadership, and team members, so professionalism and strong communication are essential.

Ideal candidates will have:

• Previous administrative, business-office, healthcare, senior living, or similar experience.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Strong problem-solving skills and the ability to work through issues independently.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Comfort communicating with residents and responsible parties regarding financial or administrative matters.
• Strong professionalism when handling confidential information.
• Experience supporting leadership teams and coordinating meetings.
• Experience with accounts payable, deposits, collections, census reporting, or related financial functions preferred.
• Ability to work independently while remaining part of a collaborative team.
• Strong computer skills and comfort learning new systems.
• Proficiency with Microsoft Excel, Word, PowerPoint, and Outlook.

Education & Experience

• High school diploma or equivalent required.
• Post-high school clerical training or a degree with a business emphasis preferred.
• At least three years of experience in administrative business-office functions .
• Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
• Ability to effectively use additional computer applications and business-office systems.

Why Hillcrest?

Strong resident care depends on strong operational support behind the scenes.

As an Administrative Assistant at Hillcrest Country Estates Cottages, your work helps leaders stay organized, residents and families receive timely information, financial processes remain accurate, and new team members get off to a strong start.

This is a great opportunity for someone who enjoys variety and wants a role where organization, follow-through, and problem-solving make a visible difference every day. You will work across multiple areas of the Cottages and become an important resource for both leadership and the broader team.

What Hillcrest Offers

• Competitive compensation.
• Supportive leadership and a collaborative Cottage team.
• Multiple health insurance plan options for eligible team members.
• Vision, dental, and life insurance.
• Professional development support, including tuition reimbursement, certifications, and career-growth programs.
• Dayforce Wallet, allowing you to choose when you get paid.
• Gym membership reimbursement and partner discounts.
• Opportunities to work closely with leaders across multiple areas of the community.
• Opportunities to grow within a mission-driven senior care organization.

Physical & Other Requirements

• Must be able to speak, read, and write English.
• Must be able to independently lift up to 35 pounds.
• Must be able to perform repetitive sitting, bending, standing, walking, reaching, lifting, and movement as needed.
• Must be flexible and calm when working with residents, families, or team members during stressful situations.
• Must demonstrate strong attention to detail, organization, and problem-solving ability.
• Must be able to work effectively in a fast-paced environment.
• Must be able to utilize technology and available resources efficiently and effectively.
• Must be able to maintain confidentiality when handling resident, financial, and team member information.
• Other duties as assigned.

Ready to Keep the Cottages Moving Forward?

If you are organized, dependable, detail-oriented, and enjoy being the person who helps keep everything on track, we invite you to apply for the Administrative Assistant - Hillcrest Country Estates Cottages position.

Join Hillcrest Health & Living and help us continue inspiring people to live their best lives through strong organization, dependable support, and exceptional service.