Administrative Assistant

Job Title: Administrative Assistant Location: Washington, DCEmployment Type: Exempt - Full TimeSalary Range: $55,000 - $70,000 annuallyDepartment: Administration

About Us:Maplewood Senior Living, is a leading operator of premier senior living communities across 5 states and Washington, D.C., featuring two distinguished brands: Maplewood and InspÄ«r.   Known nationally for innovation in the senior living space, Maplewood is a growing company dedicated to excellence in care, offering personalized and thoughtful services in independent living, assisted living and memory care.

Our success is built on a foundation of personalized, compassionate care and communities designed to enrich the quality of life for our residents. We foster a dynamic and supportive work environment that empowers our teams to excel, inspire, and make a meaningful impact every day. If you are a passionate about driving growth and innovation in senior living, Maplewood offers the opportunity to be part of a forward-thinking organization that values your expertise. Join us and help shape the future of senior living!

Position Summary: The Administrative Assistant provides administrative, organizational, and coordination support to the General Manager, Leasing team, and broader community leadership team. This position serves as an important administrative resource for the leasing process and plays a key role in ensuring a smooth and successful transition for new residents and their families.

This position supports leasing activities, resident onboarding, move-in and move-out coordination, resident records, administrative paperwork, and communication with residents and families. The Administrative Assistant will help ensure that required documentation is complete, accurate, organized, and maintained in accordance with Inspir standards and applicable regulatory requirements.

This role serves as a bridge between the leasing process and the resident experience, helping to ensure continuity from the initial commitment to the community through move-in and the resident’s successful transition into their new home.

Key Responsibilities

• Administrative Support:

  • Provide administrative assistance to the General Manager, Leasing team, and leadership team.
  • Prepare correspondence, forms, reports, meeting materials, and other administrative documents
  • Maintain organized electronic and paper filing systems
  • Enter, update, and maintain accurate information in Yardi, Aline, OneDrive, Microsoft Office, and other applicable systems
  • Assist with tracking deadlines, outstanding paperwork, appointments, assessments, and other resident-related administrative requirements
  • Maintain accurate resident and family contact information
  • Assist with updating resident handbooks, forms, directories, and other administrative materials
  • Assist with scanning, copying, filing, and distribution of resident documentation
  • Support audits and internal reviews by ensuring resident records are complete and organized

  Leasing Coordination:

  • Support the Director of Leasing and leasing team with administrative components of the sales and leasing process
  • Assist with scheduling assessment, meetings, and other appointments
  • Prepare leasing and move-in materials and packets
  • Maintain appropriate leasing collateral and administrative materials
  • Help ensure information is communicated timely and accurately from the leasing team to the appropriate community departments

  Resident Transition and Move-In Coordination:

  • Coordinate the administrative process from commitment through move-in
  • Maintain an ongoing dialogue with the resident and/or family to identify outstanding paperwork, questions, and transition needs
  • Coordinate collection and completion of all required move-in paperwork
  • Coordinate resident assessments with the appropriate clinical and leasing team members
  • Ensure required medical and state-specific documentation is obtained prior to move-in
  • Prepare and organize the resident’s community file
  • Review move-in documentation with residents and/or families and assist them in understanding what is required
  • Track outstanding documents and follow up with residents, families, physicians, responsible parties, and internal departments as appropriate
  • Coordinate move-in dates and communicate necessary information to the appropriate departments
  • Assist with ensuring the apartment is prepared and ready for the resident’s arrival, including cleanliness, technology, and necessary supplies
  • Support move-in day by welcoming the resident and family, assisting with paperwork, and helping coordinate transition
  • Provide or assist with community orientation and help residents and families become familiar with community services, amenities, programs, transportation, salon services, dining, and other resources
  • Follow up with residents and families after move-in to identify outstanding administrative needs or questions and ensure appropriate handoff to the responsible department
  • Assist with facilitating family meetings and transition-related communications as needed
  • Coordinate administrative aspects of the move-out process and ensure required documentation is completed and appropriately maintained

  Resident Administrative Support:

  • Coordinate updates to resident information, emergency contacts, responsible parties, and other records
  • Assist with obtaining and maintaining copies of required identification, insurance information, legal documents, advance directives, powers of attorney, and other applicable resident documentation
  • Ensure changes to resident information are accurately reflected in applicable systems and records
  • Assist residents and families with administrative questions and direct clinical, financial, maintenance, or other questions to the appropriate department
  • Maintain appropriate confidentiality when handling sensitive resident and family information

  Reporting and Administrative Duties:

  • Participate in culture crew activities and contribute to a positive community environment.
  • Update resident handbook and manage contact information changes.
  • Maintain accurate records and documentation in relevant systems (e.g., OneDrive, Yardi, Enquire).

  Additional Responsibilities:

  • Independently responsible for managing the move-in and move-out process for each resident in the community and exercises discretion to ensure the process runs smoothly and is tailored to each resident’s needs
  • Support the leasing team by effectively maintaining all prospect records
  • Supports and assists the General Manager and Director of Leasing in building a trusting and positive relationship with prospects by understanding the InspÄ«r product and how InspÄ«r Senior Living can meet customer’s needs
  • Development of all necessary processes and procedures for resident move-in
  • Assists the General Manager and Director of Leasing by ensuring model apartments(s) are well maintained and presentable
  • Supports and assists the General Manager and Director of Leasing in setting, tracking and accomplishing sales related goals as determined by the leasing team
  • Demonstrates effective telephone skills producing qualified leads and appointments
  • Prepares the resident’s community file according to InspÄ«r and state specific regulatory requirements
  • Meets with the resident and/or family and reviews the move-in packet, ensuring all information is explained so that it is understood by the resident and/or family members
  • Coordinates the resident assessment with the Executive Director of Clinical Operations

Education/Experience/Licensure/Certification:

• Associate and/or Bachelor’s degree preferred
• One (1) year experience in an administrative support or sales role
• Previous customer service/sales experience and demonstration of customer service skillset
• Experience working with seniors
• Must possess a passion for working with the senior population and improving their quality of life
• Excellent communication, organization and time management skill

Why You'll Love working for Us: 

• Innovative Culture: We are a group of smart, forward-thinking and compassionate pros dedicated to enhancing the lives of our residents through service excellence, creative and meaningful programs and continuous innovation.
• HEART: We recognize Humor, Empathy, Autonomy, Respect and Trust as core values that guide our work.
• Growth Opportunities: We promote and foster career development and continuous learning.
• Work-Life Balance: We value autonomy, flexibility and a family-friendly supportive workplace.
• Competitive Comp and Benefits: We offer a competitive compensation package, bonus, health insurance, 401K with match, paid time off, and more. Inspir believes in rewarding top talent and dedication, depending upon years of experience and commitment to the company. Inspir strives for transparency, reviewing pay periodically, to be the industry leader in recruiting talent like you!