The Front Office Assistant serves as the first point of contact for residents, families, visitors, and vendors. This role is responsible for creating a welcoming environment, providing excellent customer service, and supporting the daily administrative operations of the assisted living facility.
Key Responsibilities:
Greet and assist residents, family members, and visitors in a warm and professional manner.
Answer incoming calls, direct them appropriately, and take accurate messages.
Manage the front desk area, ensuring it remains organized and presentable.
Monitor visitor check-ins/check-outs and maintain visitor logs as per facility protocol.
Provide information about facility services, policies, and procedures.
Receive and distribute mail, packages, and deliveries.
Assist with scheduling appointments for hiring , tours, and meetings.
Maintain accurate employee and resident records and files.
Support administrative staff with clerical tasks such as data entry, filing, photocopying, and document preparation.
Respond to emergencies calmly and promptly, notifying the appropriate personnel.
Adhere to HIPAA guidelines and ensure the confidentiality of resident information.
Help coordinate transportation, activities, and special events when needed.
Maintain office supplies inventory and notify management when replenishment is needed.
Qualifications:
High School Diploma or GED required.
Previous experience in a receptionist, administrative, or customer service role preferred.
Experience in healthcare or senior living settings is a plus.
Proficient in Microsoft Office (Word, Excel, Outlook).
Excellent communication and interpersonal skills.
Ability to multi-task and work in a fast-paced environment.
Professional appearance and demeanor.
Compassionate and respectful attitude toward seniors.
Work Environment:
May involve frequent interaction with residents who have cognitive impairments or physical limitations.
Must be able to sit, stand, and walk for extended periods.
May occasionally require lifting light objects (up to 25 lbs)