RECEPTION AND FACILITIES SUPPORT SUPERVISOR El Paso, TX

Bienvivir; El Paso (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Bienvivir All-Inclusive Senior Health is seeking a Reception and Facilities Support Supervisor in El Paso, TX. The role ensures smooth operation of the front desk and mailroom, while supervising reception staff and coordinating facility projects.

You will provide clerical support to the Director of Facility Management and Communications, manage calls, prepare meeting materials, and assist with vendor coordination; a high school diploma and five years of experience are required, with an associate

Qualifications

• Requires high school diploma or GED with general office training.
• Preferred associate degree in business administration, management, or related field.
• Minimum five years in administrative/clerical roles supporting executives or boards; supervisory experience preferred.

Responsibilities

• Hire, train, motivate, discipline, and evaluate receptionists.
• Direct receptionist functions including schedules, logs, lunch tickets, and front desk activities.
• Provide leadership and supervision to reception staff.
• Investigate complaints and grievances of reception staff.
• Develop and interpret policies and SOPs for the Reception Department.
• Attend monthly new employee orientation and present to the team.
• Oversee mailroom operations; track mail and packages by location.
• Supervise department supplies and maintain records in the mailroom system.
• Monitor parking records for facilities and ensure parking protocols are followed.
• Provide clerical support to the Director of Facility Management and Communications.
• Answer calls, take messages, and route to appropriate staff.
• Prepare folders, take minutes, and manage meeting reminders; request food for meetings.
• Coordinate facility projects; call vendors and maintain project records.
• Participate in monthly supervisor meetings with progress reports.
• Assist with plant contracts; conduct quarterly facility walkthroughs.
• Coordinate furniture requests with vendors and track inventory.
• Participate in the incident command structure and support planning leadership.
• Follow Bienvivir values, policies, and procedures; perform other duties as assigned.

Skills

Administrative Support

Supervisory Experience

Office Administration

Communication Skills

Education

High School Diploma or GED

Associate degree in business or related field (preferred)

Tools

MS Office

Job description

Bienvivir All-Inclusive Senior Health (“Bienvivir”) is a community-based, patient-centered, comprehensive health care delivery system that advocates and promotes quality of life, optimum independence, dignity, and choices in a nurturing environment for frail seniors. Since 1987, Bienvivir has served the frail seniors of El Paso, Texas through the provision of the Program of All-Inclusive Care for the Elderly (“PACE”).

PACE is a unique managed care benefit for frail seniors (referred to as participants) age 55 and older who are certified by the state as needing nursing home level care and who reside in a PACE service area. PACE programs coordinate and provide comprehensive medical and support services so that participants can remain independent and stay in their homes for as long as safely possible.

BENEFITS for Full and Part-time employees who work 30 or more hours per week:

• We pay 100% of the MEDICAL monthly premiums for Employee Only coverage.
• We pay 100% of the DENTAL monthly premiums for Employee Only coverage.
• We provide an affordable VISION monthly premium for Employee + Family coverage.
• We pay 100% of BASIC LIFE for a benefit amount of $10,000.
• We offer safe harbor matching contributions for the 403(B) RETIREMENT SAVINGS account.
• We offer up to fifteen (15) days of PAID TIME OFF based on paid hours per pay period.
• We offer eleven (11) company-observed PAID HOLIDAYS.
• We offer education and TUITION REIMBURSEMENT.
• We offer MILEAGE REIMBURSEMENT.

Bienvivir is currently accepting applications for the following position:

RECEPTION AND FACILITIES SUPPORT SUPERVISOR

Working under the direct supervision of the Director of Facility Management and Communications, the Reception and Facilities Support Supervisor performs complex administrative tasks to support the operation of Facility Management and CASA Bienvivir Operations. Additionally, the Reception and Facilities Support Supervisor will coordinate and directly supervise the Receptionists and Mailroom Functions to ensure that people, professional, and effective service is provided to all persons that visit and call the PACE Centers.

RESPONSIBILITIES:

Receptionists:

• 1. Responsible for hiring, firing, training, motivating, disciplining, and evaluating the Receptionists.
• 2. Directs, manages, coordinates, training, and monitors the receptionist’s functions, including work schedules, visitor logs, lunch tickets, and other front desk activities.
• 3. Provides leadership, guidance, and direction through adequate supervision to the Receptionists.
• 4. Investigates complaints and grievances concerning the Receptionists.
• 5. Develops, implements, and interprets policies, procedures, and Standard Operating Procedures for the Reception Department.
• 6. Participates monthly in the new employee orientation and provides a welcoming presentation for the receptionist’s department.

Mailroom:

• 7. Oversees the responsibilities and function of the Mailroom Clerk Receptionist, i.e., tracking mail received by the organization and those sent out; ensuring that the Mailroom clerk sorts out letters and packages by location and that items for a particular person or department are assembled for easy delivery; troubleshooting copy machines in the mailroom. Maintains records, i.e., paper accountability log, Registered/Certified/Special delivery log, and company request copy log.
• 8. Oversees and directs department administration supplies by utilizing a tracking system.
• 9. Oversees the maintenance of records, files, and logs for McKinley and Concourse Parking. Guides Mailroom Clerk Receptionist on weekly parking lot monitoring to ensure employees adhere to parking protocols.

Administration and Facilities Department:

• 10. Provide clerical and administrative support services for the Director of Facility Management and Communications, the Facility and Safety Manager, and other administrative staff.
• 11. Answer the telephone and respond to general questions, refer calls to the appropriate person, take messages, and initiate proper paperwork as necessary.
• 12. Prepare folders/binders, take minutes, send out meeting reminders, and submit food requisitions, if needed, for meetings, i.e., Facility and Construction Projects; CASA Bienvivir Board; CASA Management.
• 13. Assist with coordinating facility projects, i.e., call vendors for status and maintain records of projects on the F drive company portal. Coordinate called meetings upon request.
• 14. Participate in monthly Supervisor Meetings by providing feedback and a written report on progress/issues on assigned responsibilities.
• 15. Assist with coordinating the plant contract—complete quarterly walkthroughs of the facility with the supervisor to assess plants.
• 16. Assist in coordinating furniture requests and working alongside identified furniture vendors to track inventory at the support center.
• 17. Participate in the organization’s Incident Command Structure and is identified back up to Planning Section Lead.
• 18. Adhere to BSHS values, standards, policies, and procedures. Performs other duties as assigned, as appropriate to their level of responsibility as directed in the job description.

QUALIFICATIONS / REQUIREMENTS:

• 1. Must have a High School Diploma or GED, plus training in general office practices.
• 2. Preferred associate degree in business administration, Management, or a related course.
• 3. Must have at least five (5) years of experience in an administrative, clerical role supporting an executive office, management committees, a board of directors, and other related functions. Previous supervisory experience is preferred.