Job Summary:
The Front Office Associate plays a crucial role in the daily operations of the Assisted Living Facility (ALF) by providing administrative support, managing reception duties, and ensuring a welcoming environment for residents, families, and visitors. This role requires strong organizational, communication, and customer service skills to facilitate efficient front-desk operations while maintaining compliance with state and facility policies.
● Reception & Visitor Management: Greet and assist residents, visitors, and family members. Ensure all visitors sign in and are directed to the appropriate areas. Provide general information about the facility’s services, policies, and events.
● Phone and Email Communication: Answer incoming phone calls, take messages, and redirect calls to appropriate staff members. Respond to general inquiries via phone and email promptly and professionally.
● Scheduling and Appointments: Manage appointments and schedule meetings for residents with healthcare professionals, therapy services, activities and administrative staff. Maintain updated schedules for residents and staff.
● Administrative Support: Handle administrative tasks including maintaining records, filing, and updating resident information. Assist with the preparation and distribution of reports, memos, and documentation.
● Mail & Package Management: Receive, sort, and distribute incoming mail and packages. Prepare outgoing mail and coordinate deliveries as needed.
● Emergency Response: Be prepared to assist during emergency situations by notifying appropriate personnel or calling emergency services if necessary. Remain calm and professional during critical situations.
● Reception Area Maintenance: Maintain a clean, organized, and welcoming front office area. Ensure that waiting areas are stocked with current reading materials and other amenities for visitors.
● Data Entry & Recordkeeping: Accurately input and update resident data in facility management systems. Ensure confidentiality and protection of sensitive resident information. 109 N. Seminole Ave, Inverness FL 34450
● ED calendar management and scheduling appointments.
support Qualifications & Skills:
● Education: High school diploma or GED required; Associate’s degree or relevant certification is a plus.
● Experience: 1-2 years of experience in a customer service, receptionist, or administrative role, preferably in healthcare or senior living.
● Skills:
○ Strong verbal and written communication skills.
○ Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
○ Ability to multitask and prioritize tasks in a fast-paced environment.
○ Excellent organizational and problem-solving skills.
○ Compassionate and patient demeanor when interacting with seniors.
● Additional Requirements:
○ Ability to pass a background check and drug screening.
○ Knowledge of HIPAA and ALF regulations is a plus.
○ Willingness to work flexible shifts, including weekends or holidays as needed. Work Environment & Physical Requirements:
● Primarily office-based with occasional movement around the facility.
● Frequent interaction with residents, staff, and visitors.
● May require occasional lifting of up to 25 lbs (files, office supplies).
● Ability to handle high-stress situations professionally and calmly.
Pay: $15.00 per hour
Work Location: In person
