Administrative Assistant

Job Title

Responsible for supporting the leadership team in the community, specifically the marketing and business office departments with functions such as communication with residents, families, and employees, resident billing, employee onboarding, move-in and lease coordination, and others. Supports all AR / AP and payroll functions for the community, as well as the front desk concierge team. Responsible for streamlining administrative procedures, inventory control, responding to calls and emails, and completing all administrative tasks as needed.

Position Schedule: Full time: Monday thru Friday 9:00 AM-5:30 PM

Position Location: 16455 E. Avenue of the Fountains | Fountain Hills, AZ 85268

Compensation: $23-$25 per hour, depending on prior experience.

Key Responsibilities

• Assist Business Office Director with administrative responsibilities.
• Produce and manage accounts receivable.
• Ensure correct coding of accounts payables and processes accordingly.
• Assist in residents' contracts, execution, and renewals.
• Assist the Sales & Marketing team with inquiries, tours, move-ins, and other tasks as needed.
• Assist in training and/or counseling all concierges.
• Regular support with filing and data entry.
• Ordering office supplies and monitoring inventory of stock.
• Manage all resident and employee files.
• Maintain all pet records for the community and ensure they are compliant with all state requirements.
• Assist in month-end closing procedures.
• Participates in manager-on-duty program.
• Adheres to all policies and procedures of Cogir Senior Living.
• Other responsibilities and duties as assigned.

Physical and Mental Requirements (Bullet Format)

Key: O = Occasional (133%) F = Frequent (3466%) C = Constant (67100%)

Supervision / Managing

• Supervising Occasional (O)
• Managing Occasional (O)

Work Setting

• Sitting for long periods Frequent (F)
• Operating standard office machines Constant (C)
• Operating computer Constant (C)
• Moving freely about property Frequent (F)
• Answering telephones Constant (C)
• Stock Handling (Weight Examples)
• Up to 5 lbs (ream of paper) Frequent (F)
• 520 lbs (storage box) Frequent (F)
• 2030 lbs (case of bottles) Occasional (O)
• 50+ lbs (furniture, crates, etc.) Occasional (O)

Resident Care

• Pushing wheelchair Frequent (F)
• Turning residents Occasional (O)
• Helping residents walk Frequent (F)
• Lifting residents Occasional (O)
• Helping residents sit up Occasional (O)

Mobility

• Walking Frequent (F)
• Standing Constant (C)
• Bending Frequent (F)
• Climbing Occasional (O)
• Crawling Occasional (O)

Visual Requirements

• Overall vision Constant (C)
• Color perception Constant (C)
• Depth perception Constant (C)
• Reading / close-up work Constant (C)
• Peripheral vision Constant (C)

Dexterity

• Handling Constant (C)
• Reaching Constant (C)
• Grasping Constant (C)
• Fingering Constant (C)
• Feeling Constant (C)

Hearing / Talking

• Hearing normal speech Constant (C)
• Hearing on the telephone Constant (C)
• Hearing faint sounds Constant (C)
• Talking in person Constant (C)
• Talking on the telephone Constant (C)

Calculating / Interpreting

• Calculating Constant (C)
• Comparing Constant (C)
• Editing Constant (C)
• Evaluating Constant (C)
• Interpreting Constant (C)

Organizing / Planning

• Organizing Constant (C)
• Consulting Constant (C)
• Analyzing Constant (C)
• Planning Constant (C)
• Designing Constant (C)

Documenting / Implementing

• Documenting Constant (C)
• Specifying Constant (C)
• Coordinating Constant (C)
• Implementing Constant (C)
• Presenting Frequent (F)

Emotional / Psychological Factors

• Exposure to stressful situations Frequent (F)
• Exposure to trauma, grief, death Frequent (F)
• Public contact Constant (C)
• Decision making Constant (C)
• Concentration Constant (C)

Environmental Conditions

• Noise Constant (C)
• Dirt, dust, smoke, fumes Frequent (F)
• Indoor temperature variations Constant (C)
• Outdoor temperature variations Frequent (F)

Additional Requirements

• Compliance with safety and emergency procedures Constant (C)
• Identifying/reporting hazardous conditions Constant (C)