Office Manager - Full Time

Insight Living; Vero Beach (FL); On-site; USD 42,000 - 56,000; Full time

Job summary

Insight Living in Vero Beach, FL is seeking an Office Manager to support the Executive Director by supervising reception staff, handling bookkeeping, maintaining software systems, and assisting with HR functions.

The role involves overseeing office operations, training staff, managing budgets for supplies, and ensuring accurate resident recordkeeping. You will coordinate schedules, manage onboarding processes, and collaborate with leadership to improve processes.

Qualifications

• Must have at least a high school diploma or equivalent; additional education or training preferred.
• At least 2 years of experience in office management and bookkeeping.
• General human resources knowledge.
• Supervisory experience required.

Responsibilities

• Manage reception area, staff, and processes; provide oversight, training, and mentoring.
• Serve as backup to receptionist in their absence, or at the request of the Executive Director.
• Answer calls, greet and welcome guests.
• Schedule meetings and coordinate office activities.
• Responsible for office supplies and equipment orders, budgeting and needs of Community.
• Ensure compliance of resident records, assist with corrective actions as needed.
• Collaborate with leadership, providing support as necessary.
• Maintain familiarity with Community software; attend training as required.
• Support Accounts Receivable (A/R) and Accounts Payable (A/P) processes.
• Assist employee onboarding with background screening and drug testing, verify trainings completed.
• Support employee recognition efforts.
• Duties may shift based on organizational needs; perform duties as directed by ED and Insight President.
• Supervisory Responsibility: Yes.

Skills

Communication

Time management

Customer service

Teamwork

Problem solving

Education

High school diploma or equivalent

Additional education or training preferred

Tools

Microsoft Word

Excel

Google Suite

Job description

Job Details: Job Location: Vero Beach, FL 32967, Position Type: Full Time, POSITION SUMMARY

The Office Manager supports the Executive Director and is responsible for supervising receptionists, bookkeeping, maintenance of software systems, record keeping and assisting with human resource functions.

RESPONSIBILITIES

• Manage reception area, staff, and processes; also providing oversight, training, and mentoring.
• Serve as backup to receptionist in their absence, or at the request of the Executive Director.
• Answer calls, greet and welcome guests.
• Schedule meetings and coordinate office activities.
• Responsible for office supplies and equipment orders, adhering to budget and needs of Community.
• Ensure compliance of all resident records, assisting with immediate plan of correction upon any findings.
• Consistently collaborates with leadership, providing support as necessary.
• Maintain familiarity with all Community software to the degree of necessary use and routine auditing. Attends training as required.
• Support Accounts Receivable (A/R) and Accounts Payable (A/P) processes.
• Support employee onboarding by performing required background screening and drug testing, and verifying required trainings are completed.
• Support employee recognition efforts.
• Duties may often shift based on the needs of the organization. Perform duties as set forth by Community Executive Director and/or Insight President.
• Supervisory Responsibility: Yes.

QUALIFICATIONS

Education & Experience:

• Must possess a minimum of a high school diploma or equivalent, with additional education or training preferred.
• At least 2 years of experience in office management and bookkeeping experience.
• General human resources knowledge necessary.
• Supervisory experience required.

Knowledge, Skills & Abilities

• Exceptional communication skills in English, enabling effective interaction with residents and staff through both verbal and written means.
• Comfortable with technology and proficient in various software programs, including Microsoft Word, Excel, Google, and others.
• Ability to multi-task, prioritize and have excellent time management skills.
• Attention to detail, with a creative mind seeking continual ideas and improvements.
• Problem-solving abilities to promptly address concerns or complaints, with the ability to quickly pivot from one task to the next.
• Demonstrate excellent customer service skills, with the ability to foster positive relationships.
• Ability to establish and maintain a customer-service/hospitality focused culture.

Standard Requirements

• Must have sincere interest in providing quality and innovative care for seniors.
• Ability to understand the policies and procedures of the Community including emergency plans.
• Follow mandatory reporting requirements and Resident Rights.
• Ability to work as part of a team.
• Ability to maintain confidentially at all times.

Certificates & Licenses

• Active Driver’s License