Plant Ops. Administrative(FT)

The Forum at Rancho San Antonio; Cupertino (CA); On-site; USD 33,000 - 43,000; Full time

Benefits offered by this job

Medical/Dental/Vision

401(k) with company match

PTO & Holidays

Referral bonus

Tuition reimbursement

Job summary

The Forum at Rancho San Antonio in California is seeking a Plants Ops Administrative professional to provide executive-level support to the Plant Operations Director and leadership team. You will help manage invoices, coordinate the work order system, and contribute to CAPEX documentation.

Daily tasks include scheduling, maintaining electronic records in WorxHub, assisting with preventive maintenance, and serving as the first contact for residents and contractors.

Qualifications

• Experience with accounts payable and bookkeeping using department budget management system.
• Strong communication with residents, families and staff.
• Willingness to work with the elderly.
• Proficient with WordPerfect and Excel; calendar management.

Responsibilities

• Be first point of contact for the Resident Help Desk during normal working hours.
• Coordinate contractors: check-in, scheduling, invoices and follow-ups.
• Assist Plant Ops Director and Associate Director with various duties and requests.
• Handle calls from Front Desk that require immediate attention and escalate as needed.
• Maintain WorxHub profiles and update resident information; track work orders.

Skills

WordPerfect

Excel

Calendar management

Accounts payable

Customer communication

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.

EEO Employer