Plant Operations Admin & Projects Coordinator

Theforum Seniorliving; Cupertino (CA); Hybrid; USD 34,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Dental/Vision insurance

Life and disability

401(k) with match

Referral bonus

PTO & holidays

Tuition reimbursement

Job summary

THE FORUM is seeking a Plants Ops Administrative professional to provide executive-level support to the Plant Operations Director and leadership. You will process invoices, manage work orders and QC reporting, schedule meetings, maintain correspondence, assist with CAPEX planning, and support preventive maintenance scheduling.

Responsibilities include serving as the Resident Help Desk touchpoint, coordinating contractor activities, maintaining resident profiles in WorxHub, and ensuring accurate

Qualifications

• Knowledge of Word Perfect, Excel, and calendar; proficient use of a PC and office equipment.
• Accounts payable experience and proficient bookkeeping in department budget systems.
• Ability to communicate effectively with residents, families, supervisors and team members.
• Ability to perform duties with minimal supervision.
• Willingness to work with the elderly.

Responsibilities

• Be first point of contact for the Resident Help Desk during normal working hours.
• Main point of contact for contractors (check-in, scheduling, and collecting invoices).
• Assist Plant Ops Management staff (Director, Associate Director) with various duties and requests as needed.
• Handle all calls from the Front Desk staff that require immediate attention.
• Add, remove and update resident profiles in Worxhub.
• Comply with management, objectives, department, and SOPs; place orders for supplies via PO system.
• Take resident complaints and work with team to resolve issues or seek management direction.
• Maintain an accurate and organized filling system.
• Match invoices with material requisitions, packing slips, and delivery slips.
• Maintain a financial record system using department budget management system.
• Oversee charge slips/credit slips for residents and Sales Office; log sheets.
• Checkbook maintained weekly and coded to correct accounts.
• Properly track and administer maintenance contracts of department.
• Assist with planning and entering information in WorxHub; take service requests from residents.
• Maintain up-to-date profiles for residents noting preferences, locations, and contact information.
• Input assets in WorxHub and track newly installed assets for IL/HCC.
• Follow up on all work orders and call back residents/managers on status.
• Coordinate all Landscape work order requests with residents.

Skills

Word Perfect

Excel

Calendar

Tools

WorxHub

PO system

Job description

When you work at THE FORUM, you have a front-row seat to the amazing life stories of the wisest people on earth. What’s more, you are part of an extraordinary company – one that’s investing in the future of senior living by investing in you. Don’t just do a job. Be part of an extraordinary life!

THE FORUM is recruiting for a hospitality focused Plants Ops Administrative to join our team! Provide executive-level administrative support to the Plant Operations Director and department leadership; process invoices, manage work order system and associated quality control reporting processes; schedule departmental meetings and special projects; manage departmental correspondence; assist with CAPEX project management and supportive documentation; assist with scheduling and monitoring preventive maintenance program. Maintain an orderly, efficient, professional office. Follow the direction of the department management staff and complete duties in a timely manager while meeting or exceeding The Forum hospitality and service standards.

Maintain an orderly, efficient, professional office. Follow the direction of the department management staff and complete duties in a timely manager while meeting or exceeding The Forum hospitality and service standards.

Employment Status: Full Time

Shift Schedule: 8:30am-5:00pm- must be available to work some weekends.

Hourly range: $ 24.37- $ 31.69

Why You'll Love Working Here

• Medical, Dental, and Vision insurance; HSA and FSA options
• Life and Disability coverage (basic and voluntary)
• Voluntary Accident, Critical Illness, Identity & Fraud Protection, and Pet Insurance
• Competitive benefits and 401(k) with company match
• Referral Bonus Program - Up to $500 per referral!
• Generous PTO, Paid Holidays and Bereavement Leaves
• Employee Assistance Program & a Safe and clean work environment
• Birthday Celebration, Service Tenure Awards and Monthly Employee Engagement Activities
• Career Advancement Opportunities
• Tuition Reimbursement Program
• A warm, engaging, and mission-driven workplace where your impact truly matters
• Opportunity to make a meaningful impact on residents' lives

Here are a few of the daily responsibilities of a Plant Ops. Administrative:

• Be first point of contact for the Resident Help Desk during normal working hours.
• Main point of contact for contractors (check-in, scheduling, and collecting invoices).
• Assist Plant Ops Management staff (Director, Associate Director) with various duties and requests as needed.
• Handle all calls from the Front Desk staff that require immediate attention.
• Add, remove and update resident profiles in Worxhub.
• Comply with management, objectives, department, and SOP’s. Place orders for supplies for department needs through PO (purchase Order) system in department after receiving management approval.
• Take resident complaints and work with team members to resolve issues or seek management direction.
• Handle all key requests, garage door openers for residents, team members and Sales Office.
• Assist with reports as requested by Department Director.
• Maintain an accurate and organized filling system.
• Match up invoices with material requisitions, packing slips, and delivery slips.
• Maintain a financial record system using department budget management system.
• Oversee charge slips/credit slips for residents and Sales Office. Maintain accurate log sheets.
• Checkbook maintained on a weekly basis and coded to the correct and appropriate account.
• Properly track and administer maintenance contracts of department.
• Assist with planning, organizing, entering information, and maintaining WorxHub. Take service requests from residents.
• Maintain up to date profiles for residents noting preferences, locations, and contact information.
• Input physical plant assets in Worxhub, and any newly installed assets specific to each unit for IL/HCC.
• Follow up on all work orders and call back residents/managers on the status of pending work orders.
• Coordinate all Landscape work order requests with residents.

Here are a few of the qualifications we need you to have:

• Knowledge of Word Perfect, Excel, and calendar plus: ability to use a personal computer, typewriters and other office equipment.
• Account Payable Experience
• Have proficient knowledge of bookkeeping and financial record keeping using the department budget management system.
• Ability to effectively communicate with residents, families, supervisors and community team members.
• Ability to perform duties with minimal supervision.
• Willingness to work with the elderly.

If you're an enthusiastic, compassionate, senior care professional who is passionate about hospitality and senior engagement- please apply, we'd love to get to know you!

EEO Employer