Administrative Assistant - Full Time

West Ashley Operations LLC; North Carolina; In loco; USD 34.000 - 52.000; Tempo pieno

Vantaggi offerti da questo lavoro

401k

Benefits package

Training & career laddering

Work-life balance

Flexible scheduling

Descrizione del lavoro

Harmony Senior Services in Charleston, SC, seeks an Office Administrative Assistant to support HR, billing, and general office functions under the Executive Director. The role focuses on onboarding coordination, recordkeeping, data entry, document processing, follow-up, and supply management.

You will maintain confidential personnel files, assist with new-hire onboarding, coordinate orientation, process payments, manage documents in the Finance Hub, and help schedule meetings while upholding

Competenze

• High school diploma or GED required.
• 2+ years of administrative or office support experience.
• Proficiency with Microsoft Outlook, Word, and Excel; ability to learn HR and accounting systems.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Effective written and verbal communication with residents, families, and staff.

Mansioni

• Provides onboarding coordination and maintains administrative paperwork.
• Maintains organized, confidential personnel files and HR records.
• Performs data entry, document processing, and follow-up tasks.
• Manages supply coordination and office logistics.
• Processes billing-related documents and assists accounts payable.
• Uploads/scans records to the Finance Hub and coordinates with the Revenue Services Specialist.
• Routes questions on benefits, leave, pay, and policy interpretation to the appropriate leader.
• Schedules administrative meetings and prepares meeting materials.
• Assists with resident/family inquiries and service requests for office equipment.
• Protects confidential information and ensures secure storage and transmission.

Conoscenze

Organizational skills

Attention to detail

Data entry accuracy

Multitasking

Effective communication

Formazione

High school diploma or GED

Strumenti

Microsoft Outlook

Microsoft Word

Microsoft Excel

Descrizione del lavoro

1925 Essex Farms Drive, Charleston, South Carolina 29414

Job Description

The Office Administrative Assistant provides administrative support for the community’s human resources, billing, and general office functions under the direction of the Executive Director. This position focuses on onboarding coordination, maintaining administrative paperwork, recordkeeping, data entry, document processing, follow-up, and supply coordination.

Human Resources Administrative Support

Assists with new-hire onboarding by preparing materials, collecting required paperwork, checking documents for completeness, and routing information to the appropriate leader or HR representative.

Coordinates new-hire orientation schedules, materials, and logistics.

Maintains organized, accurate, and confidential personnel files and other HR records in designated systems and storage locations.

Scans, uploads, and securely transmits personnel records to the Regional HRBP and other authorized parties.

Tracks required licenses, certifications, training records, and documentation deadlines; sends reminders and promptly reports missing or expiring items to the appropriate leader.

Distributes approved team member communications, forms, and notices and tracks requested acknowledgments.

Routes questions involving benefits, leave, pay, employee relations, or policy interpretation to the appropriate leader or HR representative.

Accounting and Billing Administrative Support

Assists with scanning resident checks or coordinating the mailing of checks to the home office for processing, ensuring timely and secure handling of payments.

Assists with uploading, organizing, and maintaining required financial documentation within the Community Finance Hub to ensure accuracy, accessibility, and compliance.

Serves as the primary on-site point of contact for the Revenue Services Specialist (RSS), facilitating communication, coordinating requests, and ensuring timely follow-up on business office needs.

Provides backup assistance with LTC billing submissions and resubmissions, ensuring required documentation is complete and submitted within established deadlines.

Assists with the timely distribution of monthly payer statements and collection letters to residents and responsible parties, in coordination with the RSS, ensuring accurate and confidential delivery.

Sells meal tickets, records each transaction accurately, and processes payment by personal check or authorized payroll deduction.

Oversees the community p-card, ensuring receipts are turned and reports are submitted.

General Office Administration

Prepares, copies, scans, files, and distributes correspondence, forms, reports, and other administrative materials.

Maintains electronic and paper filing systems so authorized users can locate current, complete records promptly.

Enters and updates information in approved systems, spreadsheets, and tracking logs; reviews entries for accuracy and completeness.

Monitors office supply inventory, submits orders within approved purchasing procedures and spending limits, checks deliveries, and organizes supplies.

Coordinates outgoing mail, shipping, document deliveries, and routing of administrative correspondence.

Assists with scheduling administrative meetings, preparing meeting materials, and tracking assigned follow-up items.

Assist Executive Director with resident/family inquires/follow-up.

Coordinates service requests for office equipment.

Protects confidential resident, applicant, team member, and financial information; uses secure storage and transmission methods and promptly reports misplaced records or suspected unauthorized access.

Non-Essential Functions

Performs other duties as assigned.

Requirements

High school diploma or GED required.

2+ years of administrative or office support experience required; experience with HR paperwork, billing, accounts payable, or confidential recordkeeping preferred.

Proficiency with Microsoft Outlook, Word, and Excel and the ability to learn company HR, accounting, and document management systems.

Strong organizational skills, attention to detail, accurate data entry, and the ability to manage multiple priorities and meet deadlines.

Ability to handle sensitive information with discretion and maintain confidentiality.

Effective verbal and written communication skills and professional interactions with residents, responsible parties, team members, vendors, and community leadership.

Physical Requirements

Primarily sedentary office work involving prolonged periods of sitting and computer use.

Ability to use standard office equipment, including a computer, keyboard, mouse, printer, scanner, and copier.

Occasional standing, walking, reaching, bending, and lifting or moving office supplies and files weighing up to 10 pounds.

Ability to perform the essential functions of the position with or without reasonable accommodation.

Why Harmony?

• 401k + Fulltime & Part-time
• Benefits Packages
• Training, Development & Career Laddering
• Great work-life balance
• Flexible Scheduling

Harmony Senior Services is a certified Great Place To Work and one of the country’s fastest growing companies in the luxury senior living industry offering independent living, assisted living, and memory care in 45+ locations across the United States.

Harmony Senior Services was founded on the belief that people deserve access to high quality senior living options.

It is our honor to provide each resident, family member, and associate with the same care, compassion, and respect we would for our own family.

We are a family serving families. Our team members are the foundation of the Harmony family, and we strive to create an environment where everyone feels safe, supported, and valued.

We are passionate about serving our residents and their families while fostering a meaningful and fulfilling workplace for our team.

Begin your journey with Harmony Senior Services and join one of the leaders in the senior living industry today!

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other legally protected status.

We are committed to fostering a diverse and inclusive workplace.