What are the responsibilities and job description for the Office Manager position at CARING PLACES MANAGEMENT?
Description
Caring Places Management is actively recruiting for an Office Manager to join our team at Hillside Place Assisted Living & Memory Care located in Lincoln City on the beautiful Oregon coast. The Office Manager will report directly to the Administrator and fills a crucial role within the community by overseeing the front office operations. Additionally, the Office Manager serves as the Personnel and Payroll liaison between the community and Home Office.
Benefits and Perks:
- WellVia (Telehealth/Telemedicine) – Effective from the first day of employment free of cost to employees and their immediate family members
- Health Insurance - FT Employees ONLY
- Dental & Vision Insurance
- Health Savings Account
- 401K Plan
- Generous Paid Time Off Accrual
- Competitive Wages
Job Duties:
- Work comfortably and cooperatively with all staff, residents and family members in receiving, directing and responding to their questions, concerns and comments
- Answer or direct questions from case managers, doctor’s offices, Home Health, Hospice, hospitals, insurance companies, medical supply companies, pharmacies, etc
- Know and follow the company’s policies and procedures
- Greet all who enter the facility with a friendly smile that says, “we care”
- Cheerfully answer phone calls, take messages and/or forward calls
- Review inter-shift log and read progress notes
- Handle sales calls, consulting with Administrator
- Contact family members for resident supplies
- Keep resident database up-to-date
- Keep resident binders up-to-date
- Assist with marketing
- Answer prospective resident inquiries (Rapid Inquiry Form)
- TrackProspect Marketing
- Schedule and direct facility tours
- Mail brochures and other facility information
- Follow-up on prospective resident inquiries
- Facilitate new resident admissions, working with family and residents to complete all necessary forms
- Send monthly invoices to residents, billing representatives or state
- Respond to nurse call system, directing staff as required
- Assist with scheduling
- Schedule appointments for Administrator and other staff
- Schedule medical appointments and transportation for residents
- Schedule caregiver escort to appointments
- Facilitate employee work schedules (if directed by Administrator)
- Coordinate payroll with corporate office
- Manage personnel information
- Employee files
- Background checks
- Coordinate training
- Coordinate employee reviews
- Edit employee time and attendance
- Facilitate payroll processing semi-monthly
- Process employee benefits
- Notify CPM of new hires, LOA, FMLA, terminations
- Do general filing
- Facilitate Assessments and Service Plans
- Coordinate and track facility maintenance
- Handle all facility email and postage
Key Competencies:
- Job Knowledge
- Problem Solving
- Planning and Organization
- Teamwork
- Attendance and Punctuality
- Communication Skills
- Organization Support
- Customer Service
- Computer Programs Compliance
Requirements
Qualifications and Job Skills:
- Necessary skills and experience to organize the front office and keep it running smoothly day to day
- Basic computer skills, with desire and willingness to learn more
- Organized approach to assignments
- Familiarity with typical business activities
- Commitment to the safe practices, infection control and respect for residents’ rights
- Strong communication skills and congenial personality
- Strong commitment to customer service
- Problem solving skills
- Exhibit good verbal, written and listening skills
Schedule:
- Full Time
- Mondays-Fridays
- Weekends
- Wage is DOE & Certifications