Purpose
This position is responsible for all reception and administrative activities of the community, including accounts receivable, accounts payable, and general office support. The role ensures smooth daily operations, supports the Executive Director, and maintains positive communication with residents, families, staff, and visitors.
Scope
The Administrative Assistant/Receptionist supports the mission and values of Ohana
Mission
To create and support senior care communities that thrive.
Values
- Collaboration
- Serventhood
- Integrity
- Gratiude
ESSENTIAL FUNCTIONS
Required
- Leadership through planning, directing, communicating, and supporting daily operations.
- Strong written and verbal communication skills.
- Strong interpersonal skills and positive community relations.
- Excellent grammar, punctuation, and professional communication abilities.
- Ability to work independently, prioritize tasks, and make sound decisions.
- Excellent organizational skills and attention to detail.
- Pleasant, professional, and personable demeanor.
DUTIES
Reception Responsibilities
The Administrative Assistant/Receptionist is responsible for:
- Answering telephones in a pleasant and helpful manner and directing callers promptly.
- Maintaining adequate supplies of community forms and ensuring they are organized and accessible.
- Writing receipts for rent collections, guest meals, and other community charges.
- Keeping the community apartment roster current.
- Maintaining up‑to‑date employee and resident phone lists.
- Responding to resident questions, concerns, and general inquiries.
- Responding to emergency calls from residents and following proper procedures.
- Assisting the Executive Director with special projects and assignments.
- Assisting in orienting new residents and ensuring all required signatures are obtained prior to move‑in.
Accounts Receivable Responsibilities
The Administrative Assistant/Receptionist is responsible for:
- Documenting and posting received payments accurately.
- Preparing and issuing receipts for all payments collected.
- Depositing rent checks and other payments in accordance with policy.
- Assisting with monthly billing preparation and distribution as directed by the Executive Director.
- Tracking outstanding balances and assisting with follow‑up communication as needed.
Accounts Payable Responsibilities
The Administrative Assistant/Receptionist is responsible for:
- Processing vendor invoices and ensuring proper coding and documentation.
- Verifying invoice accuracy and obtaining necessary approvals from the Executive Director.
- Maintaining organized AP files and documentation.
- Assisting with weekly or monthly AP processing tasks as assigned.
General Administrative Responsibilities
- Maintaining organized office systems, files, and documentation.
- Assisting with data entry, correspondence, and report preparation.
- Supporting the Executive Director with scheduling, communication, and administrative tasks.
- Assisting with supply ordering and inventory management.
- Providing administrative support during audits, inspections, and compliance reviews.
Safety Responsibilities
- Ensuring that all work is performed in a safe manner and addressing unsafe actions when observed.
- Complying with Safety Committee Standards.
- Assisting with workplace injury documentation, return‑to‑work coordination, and communication with care providers when needed.
Team Effectiveness
The Administrative Assistant/Receptionist is responsible for fostering teamwork with co‑workers, showing initiative in overcoming obstacles, assisting others beyond assigned duties, and maintaining a positive impact on co‑workers, residents, and visitors.
Other Duties
- Perform other duties as assigned or needed.
Job Type: Full-time
Pay: From $18.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Customer service: 1 year (Preferred)
Work Location: In person
