Reception and Facilities Support Supervisor

About the Role

Bienvivir All-Inclusive Senior Health (“Bienvivir”) is a community-based, patient-centered, comprehensive health care delivery system that advocates and promotes quality of life, optimum independence, dignity, and choices in a nurturing environment for frail seniors. Since 1987, Bienvivir has served the frail seniors of El Paso, Texas through the provision of the Program of All-Inclusive Care for the Elderly (“PACE”). PACE is a unique managed care benefit for frail seniors (referred to as participants) age 55 and older who are certified by the state as needing nursing home level care and who reside in a PACE service area. PACE programs coordinate and provide comprehensive medical and support services so that participants can remain independent and stay in their homes for as long as safely possible.

Benefits

• We pay 100% of the MEDICAL monthly premiums for Employee Only coverage.
• We pay 100% of the DENTAL monthly premiums for Employee Only coverage.
• We provide an affordable VISION monthly premium for Employee + Family coverage.
• We pay 100% of BASIC LIFE for a benefit amount of $10,000.
• We offer safe harbor matching contributions for the 403(B) RETIREMENT SAVINGS account.
• We offer up to fifteen (15) days of PAID TIME OFF based on paid hours per pay period.
• We offer eleven (11) company-observed PAID HOLIDAYS.
• We offer education and TUITION REIMBURSEMENT.
• We offer MILEAGE REIMBURSEMENT.

Responsibilities

• Receptionists:
  • Responsible for hiring, firing, training, motivating, disciplining, and evaluating the Receptionists.
  • Directs, manages, coordinates, training, and monitors the receptionist’s functions, including work schedules, visitor logs, lunch tickets, and other front desk activities.
  • Provides leadership, guidance, and direction through adequate supervision to the Receptionists.
  • Investigates complaints and grievances concerning the Receptionists.
  • Develops, implements, and interprets policies, procedures, and Standard Operating Procedures (SOPs) for the Receptionists.
  • Participates monthly in the new employee orientation and provides a welcoming presentation for the receptionist’s department.
• Mailroom:
  • Oversees the responsibilities and function of the Mailroom Clerk Receptionist, including tracking mail received and sent, sorting letters and packages, and troubleshooting copy machines.
  • Maintains records such as paper accountability log, Registered/Certified/Special delivery log, and company request copy log.
  • Oversees and directs department administration supplies using a tracking system.
  • Maintains records, files, and logs for McKinley and Concourse Parking.
  • Guides Mailroom Clerk Receptionist on weekly parking lot monitoring to ensure adherence to parking protocols.
• Administration and Facilities Department:
  • Provide clerical and administrative support to the Director of Facility Management and Communications, Facility and Safety Manager, and other administrative staff.
  • Answer telephones, respond to general questions, refer calls, take messages, and initiate paperwork as needed.
  • Prepare folders/binders, take minutes, send meeting reminders, and submit food requisitions for meetings.
  • Assist with coordinating facility projects, including vendor communication and record maintenance.
  • Coordinate meetings upon request.
  • Participate in monthly Supervisor Meetings, providing feedback and written reports on progress/issues.
  • Assist with coordinating the plant contract, including quarterly facility walkthroughs.
  • Coordinate furniture requests and work with vendors to track inventory.
  • Participate in the organization’s Incident Command Structure as backup to Planning Section Lead.
  • Adhere to BSHS values, standards, policies, and procedures.
  • Perform other duties as assigned, appropriate to the level of responsibility.

Qualifications / Requirements

• Must have a High School Diploma or GED, plus training in general office practices.
• Preferred associate degree in business administration, Management, or a related course.
• Must have at least five (5) years of experience in an administrative, clerical role supporting an executive office, management committees, a board of directors, and other related functions.
• Previous supervisory experience is preferred.

Skills

• Knowledge of standard office practices and procedures, and ability to operate common office equipment.
• Knowledge of Standard English spelling, prescribed format, grammar, and punctuation.
• Excellent verbal and written communication skills.
• Strong skills in Microsoft Office suite, including Word, Excel, and PowerPoint.
• Detail-oriented.
• Bilingual preferred (English/Spanish).
• Must have reliable transportation available.