Office Administrator And Receptionist

Position Schedule: Monday through Thursday 8am-4pm

Hours: 32 hours per week

SUMMARY: Capri Communities is a family-owned, Wisconsin-based, senior living company. We are fast-growing with 39 managed locations throughout Southern Wisconsin. Services include Independent Living, Assisted Living and Memory Care. Our mission is "Enriching the lives of our residents through service and commitment to family and community." Our CARES acronym stands for being Committed to the resident experience, Attentive to individual needs, Respectful to all, Engaged in our local community and Serving with integrity. Our tagline is "enjoy life" - something we aspire to deliver to our residents and employees every day.

The Office Administrator/Receptionist position provides support by handling and directing external information requests and performing clerical functions such as answering telephones, preparing correspondence, receiving visitors, managing mail, coordinating and scheduling meetings, managing printer operations and scanning documents. This position is also responsible for managing the stocking and ordering of all office and kitchen supplies and maintaining these areas in an efficient and organized fashion. The Office Administrator also assists the sales and marketing departments with fulfillment duties including printing and distribution of materials and management of processes include name badges and business cards.

What's in it for you?

• Four-day work week 8am

• 4pm, Monday

• Thursday

• Competitive Pay and Benefits*

• Medical, Dental, Vision Insurance*

• Health Savings Account/Flexible Spending Accounts*

• Company Paid Basic Life Insurance*

• Voluntary Short-term Disability*

• Company Paid Long-term Disability*

• 401(k) with a company match

• Paid time off and Holidays*

• Training and opportunities

• Advancement opportunities

• Education Assistance Program options*

• Opportunity to make a difference in the lives of others

• A career that gives back to the community

• eligibility based on employment status

ESSENTIAL RESPONSIBILITIES

Include the following. Other duties may be assigned.

• Answering phones and routing calls to the correct person or taking messages

• File and retrieve corporate documents, records, and reports.

• Greet visitors professionally and determine whether they should be given access to specific individuals.

• Office Supply Room(s) and Kitchen oversight including organization of those spaces and ordering kitchen and office supplies.

• Open front door for employees and visitors by 8am. Manage coffee station preparation and organization.

• Printer management - understand use of different papers and ensure we are well-stocked in necessary supplies.

• Mail center/printer room organization and tracking of equipment and supplies.

• Assist the various departments with meeting set up including maintaining meeting room calendars, ordering food and meeting preparation.

• Assists sales and marketing with fulfillment and department support. Duties include ordering company employee name badges, business cards, purchase card invoicing, large quantity print logs, lamination, merchandising materials inventory.

• Assist Accounts Payable with scanning and filing of invoices as needed. Maintains filing record system and assists AP with yearly file audit/file turnover.

• Set up and oversee administrative policies and procedures for office.

• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

• Ensure reception, meeting rooms, kitchen and supply room are clean, orderly, and well-stocked with supplies.

• Manage office related vendor relationships (i.e. office park, mail, Costco)

• Manage holiday décor as needed.

• Assist various departments with project-based work (i.e., annual resident satisfaction).

• Other duties as assigned

QUALIFICATIONS

To perform the job successfully, an individual should demonstrate the following competencies to perform the essential functions of this position:

• Multi-tasking capabilities

• Good team player

• Analytical - synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data.

• Initiating Action - takes prompt action to accomplish objectives; takes action to achieve goals beyond what is required; is proactive.

• Verbal communication

• Friendly tone and demeanor. Uses proper grammar and can efficiently direct incoming calls and visitors.

• Written communication - writes clearly and informatively; edits work for spelling and grammar; presents numerical data effectively.

• Excellent organizational skills.

• Attention to detail - demonstrates accuracy and thoroughness.

• Business acumen- understands business implications of decisions.

• Administration - knowledge of administrative and clerical procedures and systems such as Microsoft products (Advanced Word and Excel), managing files and records, stenography, and transcription, designing forms, etc.

• Efficient in Microsoft Outlook. Knowledge of other Microsoft products is helpful (PPT, Word)

• Ethics - works with integrity and ethically; upholds organizational values.

• Customer Focus - makes customers and their needs a primary focus of actions; develops and sustains productive customer (internal and external) relationships.

• Associate degree in Business Administration or equivalent experience.