Concierge / Front Desk - PART TIME

Claremont Retirement Village; Columbus (OH); On-site; USD 38,000 - 52,000; Full time

Job summary

Claremont Retirement Village is seeking an Administrative Assistant to support the Executive Director and both Administration and Sales Departments. You will manage resident and associate files, handle payroll-related tasks, and assist with recruitment and onboarding for new hires.

The role requires solid computer skills with Windows and Microsoft Office, strong written communication, organization, and the ability to maintain confidentiality.

Qualifications

• High school diploma or GED and 1–2 years of related office training.
• Proficient with Windows, Microsoft Office, Word, Excel, Outlook and payroll systems.
• Strong grammar and writing; proficient with email etiquette.
• Highly organized with excellent time management.
• English reading, writing and speaking ability.
• Understand regulations, employment and labor laws at local, state and federal levels.
• Interpersonal skills to work with staff, residents, and vendors.
• Familiar with office equipment (fax, copier, scanner, phone).
• Complete drug testing and criminal background check.
• Physical ability to bend, stand, lift up to 40 pounds.

Responsibilities

• Maintain associate and resident files; ensure state survey readiness.
• Input payroll punches, track PTO, holidays, and overtime.
• Assist recruitment; post ads, screen applicants, schedule interviews.
• Assist with benefit enrollments for medical, dental, and ancillary plans.
• Ensure compliance with state assisted living regulations in Wellness department.
• Explain policies from the associate handbook and benefit packages.
• Understand payroll and HR forms and procedures.
• Maintain confidentiality of pay, benefits and private matters.
• Provide administrative support: typing, filing, reports, scheduling, vendor calls.
• Maintain office supplies inventory and coordinate repairs.
• Report hazards or safety issues to supervisor.
• Attend meetings, trainings and staffing; perform other duties.

Skills

Computer skills

Time management

Organizational skills

English proficiency

Interpersonal skills

Office equipment knowledge

Email etiquette

Education

High school diploma or GED

Tools

Windows

Microsoft Office

Payroll software

Property management programs

Job description

Summary of Duties

This position reports to the Executive Director and provides support to the Administration and Sales Departments. The Administrative Assistant provides clerical support, organizes, and maintains resident and associate files, assists with resident requests, may provide payroll support such as monitoring schedules, punch detail reports, monitoring overtime, and assists in the coordination of resident, family meetings, and guest services. Supports the recruitment, background checks, benefit enrollments, and onboarding/orientation processes for all new hires at the community. Provides other assistance as assigned.

Essential Functions

• Maintains accurate associate and resident files, keeping information current in the file for state surveys and inspections.
• Monitor, edit, and input payroll time punches to include missing punches, paid time off (sick, vacation, personal holiday, other), not to exceed associate PTO bank, and monitor holiday hours and eligibility.
• Assist with recruitment activities by placing ads, screening applicants, check references, scheduling physicals, and scheduling interview appointments, as requested by supervisor.
• Assist in benefit enrollments for medical, dental, and ancillary benefit plans.
• Administrative Assistant must know and follow state assisted living regulations, as applicable to support the Wellness Department in monitoring regulatory compliance.
• Possess basic understanding of associate handbook policies and ability to explain policies to associates.
• Possess basic understanding of associate's benefit package and ability to explain on a basic level to associates.
• Possess basic knowledge of forms and procedures as it relates to payroll and human resource topics.
• Maintain associate files with respect to confidentiality and legal compliance.
• Ability to maintain confidentiality and professionalism in all things related to associate pay, benefits, and other private matters.
• Provide administrative support including typing, filing, preparation of reports, copying, scheduling appointments, and calling vendors, as requested by the supervisor.
• Keep inventory of office supplies.
• May be asked to notify vendors to repair or address supply inventories.
• Resolve immediately or report to the supervisor any unsafe conditions including building hazards, unsafe work practices, or threats to resident safety.
• Participates in required meetings, training, and staffing.
• Other duties as assigned.

Non-Essential Functions

• Supports and participates in the resident centered activity programs.
• Participates in projects or committees as assigned.
• Attends all associate meetings including in-service education and associate functions, as requested by the supervisor.
• Assists in a variety of tasks involving residents as assigned.

Knowledge, Skills, Abilities, and Experience

• High school diploma or GED equivalent and one to two years of relevant office training or comparable post-high school education which may include vocational or college education.
• Computer skills including Windows, Office, Word, Excel, Outlook, internet-based payroll, and property management programs.
• Good grammatical and writing skills, proficient with email process and etiquette.
• Must be highly organized, efficient and has excellent time management skills.
• Ability to read, write, and speak English.
• Ability to comprehend and apply regulations, employment, and labor laws, local, state, and federal standards, and requirements.
• Must have the interpersonal skills to work with various levels of people, associates, and residents.
• Familiarity with office equipment including fax, copier, computers, scanner, phone.
• Be free of communicable disease.
• Completion of drug testing and criminal record background check upon hire and upon request of supervisor.
• Physical requirements include bending, standing, lifting, stooping, sitting, walking, stretching, and ability to lift/carry up to 40 pounds.