Site Manager

POSITION DESCRIPTION

Site Manager

SUMMARY: Provides high-level administrative leadership to the community , oversees staffing, phone and visitor reception, preparing reports, addressing information requests, preparing correspondence, purchasing, accounting, arranging conference calls, scheduling meetings, and project-based assignments. Provides oversight and leadership to Payroll, Financial Processing, Life Engagement, Concierge (Front-Desk), and Housekeeping

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serves as lead administrative resource to the Operations Manager

• In conjunction with the Operations Manager completes and processes monthly billing, invoices and other related accounting and bookkeeping.

• Creates staff schedule, provides direct leadership and oversight of staff schedule, Payroll, Financial Processing, Life Engagement, Concierge (Front Desk), Human Resource Functions.

• Delivers professional and courteous communication to families regarding community events, resident supply needs, care plan meetings and other communications as requested.

• Engages residents in meaningful conversation and activities related to their individual interests. 

• Facilitates and/or participates in resident group activities.

• Oversees all aspects of general office coordination including petty cash, deposits, accounts payable, payroll, human resources, benefits, all related files (employee, resident, vendor and contracts), copying, faxing, mailing, and filing. 

• Organizes and maintains file system, scans invoices/documents for electronic storage, and files correspondence and other records including human resources coordination.

• Maintains community calendars to coordinate work flow and meetings and coordinates meetings and conferences.

• Acts as backup to Operations Manager on all confidential HRIS activities.

• Ability to work with and maintain confidentiality of personnel records.

• Prepares agendas, takes meeting minutes, and makes arrangements for meetings. 

• Answers phones and transfers to appropriate staff member. 

• Opens, sorts, and distributes incoming correspondence, including faxes and emails. 

• Signs for and distributes UPS/FedEx or similarly delivered packages.

• Assists in the development of monthly community newsletters, preparing and posting activity calendars, and written family communications. 

• Submits and tracks work orders and service requests for community needs. 

• Purchases flowers, badges, supplies, and uniforms using proper procedures and within the assigned community budget. 

• Supports community staff in assigned, project-based work. 

• Budgetary responsibilities include ensuring purchases are within assigned community budget. 

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.