Office Services Assistant

Moorings-Park; Naples (FL); On-site; USD 21,000 - 28,000; Full time

Job summary

Moorings Park is seeking an Office Services Assistant for our GardenView assisted living community in Naples, FL. The role supports resident records management, scheduling, and general clerical duties to ensure smooth facility operations.

You will liaise with residents, staff, and visitors, maintain compliance with policies, and assist with coordination of nurse and therapy appointments, while upholding confidentiality and accuracy in medical records.

Qualifications

• Excellent oral and written communication in English.
• Minimum two years’ experience in an office setting.
• Knowledge of medical terminology is advantageous.
• MS Office proficiency (Word, Excel, Outlook).
• Experience with medical records or EHR is preferred.

Responsibilities

• Answers phones, takes messages and forwards to appropriate parties.
• Coordinates and oversees scheduling of nurses and therapies.
• Maintains central supply inventory and input timekeeping data.
• Ensures filing, retention, and destruction of medical records per policy.
• Reviews and processes release of information requests in compliance with laws.

Skills

Communication

Organizational skills

Education

High school diploma or equivalent

Medical Records Secretary training (preferable)

Tools

MS Office (Word, Excel, Outlook)

Job description

Join the Team at Moorings Park as an Office Services Assistant in our newest Assisted Living, GardenView!

Why Choose Moorings Park?

When you join Moorings Park, you become part of an award-winning, purpose-driven organization where people are valued, growth is encouraged, and excellence is celebrated. Our nationally recognized workplace culture, exceptional benefits, and commitment to partner engagement make Moorings Park more than just a place to work—it's a place to build a rewarding career. Together, we create a community where residents and partners alike can belong, connect, and flourish.

About Moorings Park

Moorings Park® Communities is a nationally recognized Life Plan organization with three distinctive campuses in Naples, Florida. We are dedicated to creating Simply the Best® workplaces through a culture of excellence, compassion, innovation, and service.

Recognized as One of the Best Places to Work

We're proud to share that Moorings Park Communities has earned four 2026–2027 Novare Employee Satisfaction & Engagement Certifications, reflecting our unwavering commitment to creating an exceptional workplace where partners feel valued, supported, and empowered to thrive. These honors demonstrate what makes Moorings Park different: we believe exceptional resident experiences begin with an exceptional team. By investing in our partners' growth, well-being, and success, we create an environment where people can build meaningful careers while delivering extraordinary care, hospitality, and service every day.

• Our Mission: Deliver exceptional experiences that honor every individual—ensuring they feel heard, respected, and supported.
• Our Vision: Reimagine longevity for America through thoughtfully designed communities and personalized services.
• Our Creed: Empower individuals to belong, connect, and flourish—nurturing mind, body, and spirit.
• Our Core Values
• Integrity & Ethics
• Service: Compassion & Hospitality
• Passion
• Innovation & Learning
• Respect & Belonging

Enjoy Simply the Best® Benefits

At Moorings Park, we believe in taking exceptional care of our partners so they can provide exceptional care to our residents. We offer a comprehensive benefits package that includes:

• FREE health and dental insurance
• FREE telemedicine services for medical and behavioral health needs
• Vision insurance
• Company-paid life insurance and short-term disability coverage
• Generous Paid Time Off (PTO) program
• Health Savings Account (HSA) with employer contribution
• Retirement plan with employer match
• Wellness program with complimentary access to our on‑site fitness center
• Employee Assistance Program (EAP)
• Supportive and caring executive leadership team

Position Summary

Moorings Park is seeking a dedicated Office Services Assistant to join our team. The Office Services Assistant in our assisted living facility is responsible for preparing and filing residents’ records, scheduling, answering, and transferring all telephone calls in a courteous and professional manner, giving information, direction and other appropriate assistance to residents, staff and visitors; performing the clerical duties of the Medical and Nursing Departments to assure that documentation for all medical record information is in compliance with established facility policies and procedures, and State and Federal regulations; coordinating and overseeing scheduling of the nurses and therapists to ensure resource utilization and compliance with physician’s orders and visit authorizations; performing patient intake, including the completion and filing of all necessary records and assist with tracking of medical supplies.

Key Contributions

• Answers phone, taking messages and forwarding messages and calls to appropriate parties.
• Tracks call lights through S.A.R.A. and notifies staff of pending calls.
• Completes monthly schedule for Licensed Nurses and Resident Care Assistants, coordinating PTO requests with Administrator.
• Maintains stock of central supplies, forwarding purchase requests to Administrator.
• Maintains an adequate supply of Resident Admission Packets.
• Inputs monthly data for quarterly reporting.
• Assists the nurses with scheduling resident appointments, arranges transportation and escorts.
• Prepares daily Transportation Calendar and presents information for daily Stand Up.
• Assembles records after discharge and files them in the established order.
• Inputs timekeeping data into central timekeeping system to maintain time and attendance and generate accurate reports.
• Maintains current resident roster, resident trust fund program and ECC list.
• Maintains continuing education training for all nursing staff.
• Maintains the security of health information systems and medical records. Assures physical protection is in place to prevent loss, destruction and unauthorized use of both manual and electronic records. For example, assures safeguards are in place such as sign-out systems, and systems for securing file cabinets and file rooms where overflow and discharge records are stored.
• Assures systems are in place to maintain confidentiality of manual health information.
• Manages the release of information functions for the facility including review and processing of all requests for information. Maintain facility policies and standards of practice to assure release of information requests are appropriate and meet legal standards and is processed in accordance with facility policies and procedures.
• Maintains systems for filing, retention and destruction of overflow records and discharge records in accordance with facility policy and relevant.
• Assures systems are in place to maintain up to date resident‑specific information in the computerized clinical information system and completes data entry functions as applicable.
• Orders and maintains a proper inventory of all medical record forms and distributes to appropriate staff.
• Maintains a current Medical Record Policy and Procedure book, including consultant reports.
• Reviews all schedules to ensure the agencies best operations of standards are met for productivity and resource utilization
• Schedules per -diem clinicians and resolves appointment conflicts or questions from residents.
• Updates and scans documents in the electronic health records (EHR)
• Comply with applicable federal, state, and local laws, rules, and regulations; maintains knowledge of and follows all company policies and procedures.
• Acknowledge and greet all residents, guests and team members with utmost courtesy and urgency. Ensure visitors sign in; validate the nature of their visit and notify resident or team member of the visitor. Provide high levels of resident engagement.
• Answer phones and other communication devices promptly and transfer messages to the appropriate party. Handle inquiries and release information in accordance with established policies and procedures.
• Clearly communicate emergency information including fire, severe weather, missing person) to residents, guests and team members using community procedure.
• Perform administrative tasks for supervisor, residents and guests as requested.
• Receive and ensure distribution of mail and other deliveries to the appropriate residents or department. When desk coverage is available, deliver packages and perishables to resident homes.

Qualifications & Requirements

• Excellent oral and written communication skills in the English language required.
• During emergencies or natural disasters, may be required to remain on duty for the duration of the event.
• High school diploma or equivalent.
• Training as a Medical Records Secretary or equivalent preferable, but not mandatory.
• Long term care or healthcare experience preferably.
• Knowledge of medical terminology.
• Minimum two years’ experience working in a office setting.
• Proficient with MS Office (Word, Excel and Outlook).