Administrative Assistant - Buildings and Grounds

VMP Healthcare & Community Living; West Allis (WI); On-site; USD 35,000 - 55,000; Full time

Job summary

Join a forward-thinking organization dedicated to providing exceptional care and community living for seniors. As an Administrative Assistant, you will play a vital role in ensuring smooth operations within the Buildings and Grounds team. Your responsibilities will include managing communication, coordinating schedules, and maintaining essential administrative systems. This dynamic position offers a chance to contribute to a culture that values integrity, respect, and teamwork. With a competitive wage and comprehensive benefits package, this is an exciting opportunity to grow your career in a supportive environment.

Benefits

Life Insurance

Short-Term Disability Insurance

Retirement Plan

Holiday Pay

Flexible Spending Account

Employee Assistance Program

Generous Paid Time Off Program

Voluntary Dental & Vision Insurance

Qualifications

• 1-5 years of experience as an Administrative Assistant required.
• High school diploma is mandatory for this role.

Responsibilities

• Serve as the main contact for inquiries and manage communication across departments.
• Create and manage work orders and maintain accurate data.

Skills

Organizational Skills

Communication Skills

Tech-Savvy

Attention to Detail

Education

High School Diploma

Tools

TELS

Laserfiche

TMA

Job description

We consider ourselves a “family” of experts who are committed to providing the highest quality care and experiences to everyone within the VMP Community. As a continuum of care, VMP specializes in expert medical care and community living for seniors at all levels. We work together to ensure everyone achieves the goals of life enrichment.

Our careers offer an inclusive “family” culture, competitive pay, and an excellent benefits package.

Come join our family today!

VMP offers generous benefit packages to both qualifying part-time and full-time employees. For specific details contact our Human Resources Department at [phone].

• Life Insurance
• Short-Term Disability Insurance
• Retirement Plan
• Holiday Pay
• Jury Duty Pay
• Funeral Pay
• Flexible Spending Account
• Voluntary Dental & Vision Insurance
• Employee Assistance Program
• Voluntary Long-Term Disability Insurance
• Health Insurance (Single & Family Plan)
• Generous Paid Time Off Program

Open Positions

Position: Administrative Assistant - Buildings and Grounds

Location: West Allis, WI

Job Id: 749

# of Openings: 1

Are you highly organized with a talent for keeping operations running smoothly behind the scenes? Join our Buildings and Grounds team as an Administrative Assistant, where you'll play a key role in supporting essential facility services, coordinating schedules, and ensuring timely communication across departments. If you’re detail-oriented, tech-savvy, and thrive in a fast-paced environment, we want to hear from you!

VMP is dedicated to delivering comprehensive senior healthcare and community living services in alignment with our core values: Integrity, Respect, Compassion, Excellence, Teamwork, Community, and Fun.

Our vision is to spearhead the evolution of the senior living industry towards a dynamic future, driven by innovative and resident-focused clinical and administrative solutions.

Full-Time - 1st Shift Hours

We Offer a Competitive Wage and a Comprehensive Benefit Package to Eligible Employees that Includes:

Insurance (medical, dental, vision, life, short-term and long-term disability, accident and critical illness)

Flexible Spending Accounts and Health Savings Account

Educational Opportunities for career advancement

403b Retirement Plan and Roth IRA

Employee Assistance Program

Employee Referral Program

Paid Time Off

Education/Experience Required:

• High School Diploma
• 1-5 Years of Administrative Assistant Experience

Essential Functions of the Job:

• Communication & Coordination: Serve as the main point of contact for resident, staff, and contractor inquiries; manage repair/service requests and transportation scheduling; maintain clear and timely communication across departments.
• Work Order & Maintenance Systems: Create and manage work orders using TELS; maintain accurate resident and staff data in TMA for tracking and reference.
• Invoice & Financial Processing: Handle coding, approval, and filing of invoices, petty cash, credit card transactions, and vendor-related documents using Laserfiche and electronic filing systems.
• Resident Billing & Move Coordination: Coordinate move-in/move-out logistics for Wesley Park and Palmer House, maintain occupancy records, and submit billing for services such as key replacement and room modifications.
• Office & File Management: Maintain organized electronic and physical filing systems for invoices, proposals, permits, COIs, personnel documents, and vendor records.
• Event & Setup Support: Manage facility setup instructions and records for events; communicate requirements with team members and follow up for clarifications as needed.
• General Administrative Duties: Oversee tasks like door access updates, compliance checks, MSDS and training binders, key and parking databases, vehicle registration, and office supply ordering.

What you can expect from us upon our receipt of your application:

• Human Resources will contact you within 1-2 business days of your application submission
• Complete 1-2 interview(s) and meet with immediate supervisor and mentor
• Upon receiving the job offer, complete onboarding paperwork through Paycor

“Our culture at VMP is community-based. We create a community within our continuum of care for employees and residents.”

Catherine, Employee