Office Manager

About the Role

The Office Manager organizes and coordinates office operations and procedures to ensure organizational effectiveness and efficiency. This position supervises all clerical duties for the facility, maintains office services, and ensures smooth office operations.

Responsibilities

• Supervise front-desk activities and assign clerical/secretarial functions.
• Delegate responsibilities across staff/shifts to ensure even workload distribution.
• Schedule staff coverage for the front office.
• Supervise office staff, including hiring, training, and ongoing development.
• Resolve employee conflicts and manage time/attendance records.
• Coach, discipline, and evaluate staff performance.
• Design and implement office policies, standards, and procedures.
• Serve as the central communication hub for staff, residents, and visitors:
  • Act as the introductory point of contact.
  • Answer phones, direct calls, take messages, and manage paging systems.
  • Oversee the resident safety/video surveillance system.
• Ensure urgent matters are promptly communicated to relevant staff.
• Maintain security procedures, including key/pager management and surveillance monitoring.
• Respond to emergencies (fire, severe weather, power outages, resident elopement, 911 calls) per policy.
• Complete miscellaneous duties such as copying, filing, typing, distributing materials, updating databases, managing supplies, and attending meetings.

Requirements

• High School Diploma/GED and a minimum of 4 years of office experience, including supervisory roles, or equivalent education/experience.
• Proficiency in Microsoft Office and Excel.
• Strong verbal and written communication skills.
• High attention to detail and accuracy.
• Knowledge of supervisory and management techniques.
• Ability to organize, direct, and perform high-level supervisory duties while maintaining morale.
• Excellent interpersonal skills and ability to build effective working relationships.
• Experience relating to an aging population.
• Strong communication, decision-making, and multitasking abilities.
• Ability to read, write, spell, perform basic math, and communicate in English.

Physical Requirements

• Frequently sit, stand, and move during shifts to respond to customers, phones, alarms, and doors.
• Prolonged sitting and visual monitoring of work areas, computer screens, and surveillance systems.
• Color discrimination for filing, organizing, and managing paperwork.
• Continuously move, push, pull, or lift objects weighing 10–25 pounds.
• Use hands/arms for tasks like typing, grasping, and manipulating office equipment.
• Walk, stoop, bend, and carry objects for prolonged periods.
• Speak clearly for face-to-face interactions, phone calls, and paging systems.
• Read instructions, directions, and computer screens at close range.
• Hear normal sounds and voices amid background noise for verbal instructions and phone communication.

Work Environment

Primarily indoors in a climate-controlled environment. Work schedule may vary due to 24/7 coverage needs, including potential shift coverage.