Administrative Assistant - Front Desk

Administrative Assistant - Front Desk

Be the welcoming presence that keeps our retirement community running smoothly—where your organization, warmth, and attention to detail help residents, guests, and staff feel supported every day.

Starting at $18.00 hourly / based on experience

Schedule: Part-Time Position (Approximately 7 Days per Month)

• Week 1: Sun (8a-1p), Mon-Wed (8a-4:30p)
• Week 3: Sun (8a-1p), Mon-Tues (8a-4:30p)

Position Summary:

Under the direction of the Director of Marketing, provide general office support with a variety of clerical activities and related tasks. This position is responsible for answering incoming calls, directing calls to appropriate areas, providing direction to guests on our property, flow of correspondence, requisition of supplies and additional clerical duties intended to enhance productivity and efficiency in the Marketing Department.

Major Duties and Responsibilities:

• Professionally administers all incoming calls. Ensures phone calls are redirected appropriately.
• Greets guests in a professional, friendly, hospitable manner.
• Handles daily door-tabs checks, including notification of Security when necessary.
• Performs a variety of clerical duties including but not limited to ordering resident name tags, typing memos, correspondence, reports and other documents, making photocopies for residents, checking and sending faxes, and assigning Wi-Fi codes to visitors.
• Receives and signs for medication deliveries with follow-up calls to the residents.
• Receives, sorts and forwards incoming mail. Maintains and routes publications.
• Oversees the front lobby area to ensure the area remains clean and secure.
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assist with other related clerical duties such as photocopying, faxing, filing and collating for a variety of departments.
• Operates and maintains duplicating machines and related tools and equipment in the workroom.

Required Skills/Abilities:

• Excellent verbal and written communication skills and ability to follow written and oral instructions.
• Computer proficiency ---Microsoft Word/Excel, Outlook and Internet.
• Able to add, subtract, multiply, and divide all units of measure, using whole numbers, common fractions, and decimals.
• Able to multitask and good organizational skills.
• Able work independently, exercising sound judgment.
• Demonstrated values of teamwork and integrity.
• Must be able to complete training on computer and/or other devices.
• Maintain competency in the position and knowledge of trade/industry advances and new technologies.
• Must be able to effectively communicate in English with all levels of staff, residents, and guests.

Education and Experience:

• High school diploma or GED equivalent required.
• Preferably has completed coursework in administrative practices from an accredited program.
• Preferably two years of progressive responsibility as a receptionist in a health care environment; or a combination of education, training and experience that would ensure the effective execution of the duties of the job.

Licenses and Certifications:

• If applicable, has a Certificate of Completion for memory care services training or obtains within 30 days of hire and complies with annual certification requirements.

Physical Requirements:

• Is able to carry/lift/push/pull up to 20 pounds.
• May need to operate a fire extinguisher.
• Is able to assist in evacuation procedures.
• See additional Physical/Cognitive Requirements & Work Environment information below.

Essential Functions:

• Physical : sitting/stationary position, fine manipulation (pen, using a mouse)
• Cognitive : written and oral communication, work under time constraints, concentrate amid distractions, math/calculations, ensure accuracy of details, creativity, remember names and details, problem solve, make decisions, work rapidly, examine/observe details, analytical ability, work within minimal errors, reason (make sense of things)
• Working Environment : inside, working with others, working around others

Hiring Process:

• Pre-employment Drug Screening
• Criminal Background Check
• Adult Protective Services (APS) Registry Check
• Employment Verification
• TB Testing
• Royal Oaks is a Drug Free Workplace. Royal Oaks conducts pre-employment, random and reasonable suspicion drug testing in accordance with its drug-free workplace policy. Royal Oaks' general hiring policy does not discriminate against registered medical marijuana cardholders. However, in accordance with A.R.S. 23-493.06 Royal Oaks may decline to employ or to continue to employ persons in safety-sensitive positions based on the results of drug testing.
• Royal Oaks does not discriminate in hiring or employment against holders of Arizona's Medical Marijuana card, although we do prohibit marijuana use on premise. Although Arizona has legalized recreational marijuana use as well as medical use, the law creates no employment protections for applicants or employees who are recreational marijuana users. Royal Oaks will require a drug screen for all applicants who accept a job offer and may decline those applicants who are positive for marijuana without a Medical Marijuana card. Royal Oaks will continue to prohibit all employees from using, selling, possessing, or being impaired by marijuana in the workplace and while on duty.

Incredible Benefits!

• Get Health Benefits Fast – Medical, dental, vision benefits start the first day after the month you're hired! (Full-time only)
• Employee Assistance Program (EAP) – Access to mental health support, legal counseling, financial coaching, and more through Talkspace and other resources.
• Choice of Two Affordable Medical Plans – Starting as low as $82/ paycheck for employee-only coverage (Full-time only).
• On-Campus Medical Providers – Convenient healthcare options right at your workplace.
• Six Annual Paid Holidays – Enjoy time off to recharge with paid holidays throughout the year.
• Generous Paid Time Off (PTO) – Start accruing PTO from day one, with up to 3 weeks in your first year (Full-time only).
• Cash in Unused PTO Hours – Convert unused PTO into cash (limits and details apply).
• Volunteer Time Off (VTO) – Get 4 hours of paid VTO annually to give back to your community, without using your PTO.
• Referral Bonus – Earn up to $600 for each friend you refer who gets hired – and there's no limit to how many people you can refer!
• Tuition Reimbursement Program – Receive up to $5,000 annually in tuition reimbursement to support your educational goals.
• Career Growth Opportunities – We promote from within! Last year, we proudly promoted over 30 employees.
• FREE Fitness Center Access – Stay healthy with on-site gym facilities or enjoy gym reimbursement up to $200 annually.
• Annual Shoe Reimbursement – Get up to $40 annually for work shoes to keep you comfortable and stylish.
• Uniform & Reimbursement – Uniforms provided or reimbursed for many positions.
• Covered Parking – Convenient parking at no extra cost.
• Employee Meal Discount – Enjoy 20% off meals while at work.
• Free Starbucks Coffee – Fuel up with free Starbucks coffee anytime!
• Exclusive Employee Discount Program – Save big on travel, electronics, entertainment, and more!
• Retirement Plan with Matching – Save for the future with a retirement plan offering 4%-10% matching contributions.

Royal Oaks Awards:

2024 Senior Care's Best Places to Work from WeCare Connect

2022 ICAA NuStep Beacon Award / Top 25 'Best in Wellness' Senior Living Communities in North America

Disclaimer: This job posting is intended as a general summary of duties and responsibilities. A comprehensive job description is available upon request.