Administrative Assistant Job at Willow Valley Retirement Communities in Willow S
Willow Valley Retirement Communities, Willow Street, PA, United States
Overview
Willow Valley Communities is hiring an Administrative Assistant to provide administrative support to the Vice President of Property Management & Services and to other PM&S Managers and their Teams to help ensure that high quality day-to-day PM&S services are executed and delivered to all Residents and Team Members.
Opportunities with WVC:
* Excellent benefits package, including medical, dental and vision
* Generous PTO package
* Career growth opportunities
* Use of amenities, such as our fitness center, spa, cafes and swimming pools
* Plus many more
Wage:
* Salary position
* $23/hour+ based on experience
Responsibilities:
* Responsible for timely administrative clerical support for the Vice President of PM&S and other PM&S Managers and staff.
* Answers calls in a friendly, courteous, and customer-focused manner; greets and assists Residents, Team Members, Visitors and Contractors; answers questions and provides information to others; shares information; responds to customer requests; solves and assists others in solving problems.
* Prepares and creates documents and correspondence; organizes and maintains department files, policies and procedures; compiles and maintains reports; copies and distributes printed materials.
* Assists with daily Time & Attendance (Kronos) records and approving PTO as needed.
* Orders and maintains office supplies.
* Organizes and arranges meetings and appointments; prepares agendas; documents meeting minutes.
* Assists with coordinating/scheduling training sessions/courses.
* Reviews and codes invoices in preparation for their approval.
* Supports WVC's vehicle registration, gate access tag, combi-card, and vehicle parking sticker programs.
* Supports WVC's new Resident move-in key and fob access programs.
* Assists with EV charging station user registrations.
* Oversees and updates contractor Certificate of Insurance records.
* Supports and adheres to WVC's safety policy and programs.
* Assists in reviewing, updating, and maintaining WVC's Safety policies and procedures.
* Assists in the administrative duties associated with WCS's safety program/Safety Committee.
* Assists in administrative duties associated with organizing and coordinating annual safety events, safety training, etc.
* Performs administrative duties associated with maintaining WVC's Safety Data Sheet (SDS) program.
* Provides clerical support to the gatehouses.
* Assists with writing and broadcasting Informacast messages during emergency/special events.
* Coordinates reservations for Team Member rooms during snow emergency events.
* Assists with annual budget support (i.e., maintaining historical data, organizational charts, etc.).
* Assists with preparing job requisitions, reviewing applications, and screening/scheduling interviews.
Qualifications:
* One year certificate from college or technical school; or three to six months related experience and/or training or equivalent combination of education and experience
* Energetic, self-motivated and flexible; must be able to work well with others.
* Always follows safe work practices in accordance with the WVC's Common Safety Pledge.
* Possesses a strong commitment to one's personal safety and the safety of others.
* Driver's license required.
* Must possess a good, working knowledge of Microsoft Office Suite (i.e. Word, Excel, PowerPoint Publisher).
* Must have strong PC skills and be capable to learn/utilize other management software.
Hours:
* 40 hrs/week
Schedule:
* 8:00am-4:30pm Monday-Friday
Location:
* The Corporate Office of Willow Valley Communities
* 100 Willow Valley Lakes Drive, Willow Street, PA 17584
Requirements
This position has no supervisory responsibilities.
* Energetic, self-motivated and flexible; must be able to work well with others.
* Always follows safe work practices in accordance with the WVC's Common Safety Pledge.
* Possesses a strong commitment to one's personal safety and the safety of others.
* Driver's license required.
* Must possess a good, working knowledge of Microsoft Office Suite (i.e. Word, Excel, PowerPoint Publisher).
* Must have strong PC skills and be capable to learn/utilize other management software.
* Regular attendance is required of this position as well as potential weekend and holiday hours.
* Adhere to all WVC personnel policies, including but not limited to, those covering Privacy and Security in compliance with HIPAA regulations.
* Always treat others with respect and courtesy in accordance with WVC's Pledge of Common Courtesy.
* During times of severe weather or other emergency, Team Members may be asked to work flexible schedules to ensure that immediate and necessary functions and services are provided to our Residents, Team Members, and Guests. Team Members will be notified of the scheduling expectations as far in advance as possible.