• Review of Managing Agent’s records.
• Administrate incoming and outgoing invoices.
• Administrate the office safety management procedures.
• Administrate and organize facility services in support of the operation of the office
• Clean, maintenance (including printers) and electrical/light/fire testing and certification.
• Providing support to the accounts department, including invoice management.
• Monitoring and reporting of the cost of office maintenance.
• Issue of supplier questionnaires and maintenance of supplier register.
• Acting as office point of contact for the landlord and Mott MacDonald’s facility manager.
• Ordering all printing, stationery, equipment and hire cars, etc.

Skills: Office Safety Administration, Facility Services Coordination, Maintenance Oversight, Accounts Support, Cost Monitoring, Supplier Management, Records Review, Landlord Liaison

• Help arrange company parties, happy hours, and outings.
• Sending invoices to customers, processing payments
• Auditing both AP and AR reports, and gathering supporting documentation
• Provide operational support to the Solutions team
• Answering phone calls, running shipment audits
• Filing claims, or filling in for team members who may be out of the office
• Provide administrative support for Executive Team.
• Provide operational support to Billing Team through a variety of detail-oriented tasks
• Managing calendars and scheduling, email correspondence, filing reports, general errands, etc.
• Proactively design and execute programs and events that boost company morale and drive the vision.

Skills: Event Coordination, Financial Management, Operational Support, Customer Service, Administrative Assistance, Executive Support, Billing Operations, Calendar Management

• Processing incoming and outgoing posts.
• Coordinate accounting activities with the corporate office
• Coordinate team and client meetings both internally and outside the office
• Maintain and run accurate reports/records for the Administrative office/function.
• Prepare annual budgets and specific monthly reports for the Administrator as directed.
• Analyze financial statements monthly, prepare variance reports
• Make recommendations to the Administrator about improving financial performance.
• Serves as department head for Accounting, including attending department head meetings
• Serving as a member of “manager on duty” rotation, and responds to emergencies 
• Implement department budgets and approves/denies expenditures based on the allocations set by the Administrator.

Skills: Post Processing, Accounting Coordination, Meeting Coordination, Record Maintenance, Budget Preparation, Financial Analysis, Leadership, Emergency Response

• Compile, reconcile and calculate resident billing, charges, credits, and fees.
• Act as point of contact for any questions regarding charges, credits, and fees for residents, families, and representatives.
• Monitor and report regularly on past due accounts and any outstanding resident charge/balance item.
• Prepare and submit payroll on a bi-weekly basis timely 
• Entering and ensuring accurate payroll deductions and issues credits 
• Maintain confidential employee payroll files.
• Coordinate resident entrance fee paperwork including community/entrance fees, cancellations and terminations, and necessary refunds.
• Prepare schedules for external audits and serves as primary contact with auditors.
• Review accounts payable invoices for accuracy, obtain proper approval and ensures invoice is paid.
• Input vendor invoices into the accounting system and responds to vendor inquiries.

Skills: Billing Management, Customer Support, Accounts Monitoring, Payroll Administration, Confidential Payroll Handling, Entrance Fee Coordination, Audit Preparation, Accounts Payable Oversight

• Arranging meetings, travel, and hire car bookings for members of staff.
• Ensuring that the office complies with Group standards and local legislation.
• Arranging emergency procedures including fire, security and first aid.
• Managing and controlling staff, visitor and contractor entry to the premises.
• Environmental and Information Security incidents are reported.
• Participation in internal and external office audits.
• Ensuring all accidents, near misses, positive interventions, plus Health, Safety and Security
• Using a range of office software, including Word, Excel, Outlook, spreadsheets and databases.
• Making clients and guests feel welcome (organizing refreshments and lunches and clearing afterward).
•  Ensuring that staff and visitors are made aware of, and follow, Health, Safety and Security Procedures.

Skills: Software Proficiency, Compliance Management, Emergency Coordination, Health & Safety Oversight, Access Control, Incident Reporting, Audit Participation, Hospitality Management

• Familiarity with Federal and State long-term care regulations and laws 
• Knowledge of general office practices and procedures
• Knowledge of word processing software and data systems
• Work history in an office setting or healthcare field
• Computer proficiency, familiarity with Windows and Microsoft Office products.
• Working knowledge of office machines operation, such as photocopier, fax.
• Functional Literacy in written and spoken English.
• Ability to maintain confidentiality and work with accuracy.
• Ability to organize and prioritize activities.
• Ability to effectively communicate both orally and in writing.

Qualifications: BA in Business Administration with 5 years of Experience

• Basic Excel and Salesforce.com experience 
• Highly organized and detail-oriented
• Flexible and able to take on multiple new challenges with ease
• Superior written and verbal communication skills
• Ability to multi-task under high-pressure situations
• Ability to exercise good proofreading skills.
• Ability to use own initiative, good judgment, and dependability.
• Strong attention to detail, with the ability to work independently using multiple computer programs
• Demonstrated experience communicating professionally with high-level business executives, both verbally and by email

Qualifications: BA in Management with 3 years of Experience

• Strong organizational skills and attention to detail
• Ability to meet strict deadlines and manage multiple projects
• Knowledge of accounting and human resource principles
• Computer literacy with experience using Word and Excel
• Ability to read, write and communicate in English
• Ability to read, write, and follow oral and written directions at a level necessary 
• Basic understanding of computer technology, including email use.
• Related administrative experience at a level necessary to accomplish the job.
• Able to develop and maintain effective working relationships with all residents, employees, family members, senior management, and visitors

Qualifications: BS in Accounting with 6 years of Experience

• Experience in Senior housing or long-term care environment
• Ability to understand the speech of customers and co-workers
• Advanced Excel skills as well as proficiency with internet-based computer skills
• Strong attention to detail and organizational skills.
• Ability to communicate with people clearly and professionally.
• Ability to handle multiple priorities at the same time.
• Experience with Medicare, Medicaid, or private insurance billing 
• Ability to speak clearly so that you can be understood by customers and co-workers in English.
• Responsible for thorough working knowledge of accounts receivable system
• Responsible for review of inventory count and evaluation of cost per case in conjunction with the administrator and other department managers.

Qualifications: BS in Finance with 2 years of Experience

• Knowledge of billing software
• Knows, adheres to, and enforces all policies of the center
• Responsible for review of financial statements on a monthly basis
• Experience managing staff members, including bookkeepers and receptionists.
• Knowledge of basic office equipment & Microsoft Office 
• Ability to assist administrator by supervising non-clinical functions of the facility operation
• Experience in accounts receivable or bookkeeping in the long term care or healthcare industry.
• Good interpersonal skills needed to effectively work with residents, families and outside agencies.
• Responsible for insuring that administrative and accounting procedures are carried out to the satisfaction of requirements
• Technical knowledge of Inpatient Skilled Nursing, Managed Care and long term care billing for Medicare and Medicaid.

Qualifications: BS in Healthcare Administration with 4 years of Experience