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 (1–33%) F = Frequent (34–66%) C = Constant (67–100%)

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)
• 5–20 lbs (storage box) — Frequent (F)
• 20–30 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)