Office Administrative Assistant

About the role

At Resthaven, we believe care is more than a profession — it’s a calling. Since 1945, we have remained committed to serving older adults with compassion, dignity, excellence, and faith-centered purpose.

Essential Responsibilities

• Provide exceptional front desk and customer service support by greeting visitors, answering and directing phone calls, assisting with wayfinding, maintaining the reception area, stocking the coffee station, and sorting resident mail.
• Support clinical operations through the preparation of admission, discharge, transportation, tour, and care-related packets; scanning and uploading documents into the Electronic Medical Record (EMR); managing electronic faxes; and maintaining accurate data entry.
• Affiliate with referral management by conducting weekend and evening tours, reviewing hospital referrals, coordinating bed offers, obtaining insurance authorizations, and maintaining accurate records within the CRM system.
• Provide administrative support to managers and departments by assisting with project coordination, task tracking, follow-up activities, and survey readiness audits.
• Maintain confidentiality and compliance by handling sensitive resident, patient, and organizational information with discretion while ensuring accurate recordkeeping and data security.
• Address customer concerns professionally and escalate issues appropriately to ensure timely resolution and a positive customer experience.

Qualifications

• A High School Diploma or GED required (Associate degree preferred)
• 3 or more years’ experience in an administrative role preferred.

Knowledge, Skills & Abilities

• Strong organizational skills with the ability to manage schedules, prioritize tasks, and maintain accurate records.
• Excellent written and verbal communication skills.
• Effective time management and ability to handle multiple priorities in a fast-paced environment.
• High attention to detail with a focus on accuracy and quality.
• Proficiency with Microsoft Office Suite, Outlook, email, scheduling systems, and other office technology.
• Strong problem-solving skills with the ability to work independently and make sound decisions.
• Exceptional customer service and interpersonal skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.

Physical Demands & Work Environment

• Ability to sit, stand, walk, and move throughout the workday.
• Ability to communicate effectively in person, by telephone, and through written communication.
• Ability to use computers, office equipment, and other standard business technology.
• Regular on-site attendance is required; this position is based in an administrative office environment.
• Ability to occasionally lift and/or move up to 30 pounds.
• Position requires availability to work every other weekend and rotating holidays.

Pay Range

$18 per hour

Schedule

11:30AM - 8:00PM for Two Weekdays
9:00am - 5:30pm Every Other Weekend