The Operations Coordinator will directly support the Regional Vice Presidents, the 12 Oaks operations teams, the community leadership teams, organizational activities, and others as needed. The individual provides administrative duties such as investigating problems, reviewing of vendor contracts, compiling data, budgeting support, developing spreadsheets, preparing reports, analyzing invoices, creating presentations, and supporting field-impacting projects. Must work efficiently and independently with little supervision as well as within a team concept, and able to multi-task to meet the demands of a fast-paced, diverse environment.
Primary Duties & Responsibilities:
- Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants to coordinate a variety of complex meetings
- Assist Lead Operations Coordinators with prioritizing multiple projects simultaneously, and follow through on issues in a timely manner
- Answer phones and direct all incoming calls to appropriate party promptly and efficiently
- Communicate and handle incoming and outgoing electronic communications on behalf of Regional Vice Presidents & company-wide communication as directed by Chief of Staff & Lead Operation Coordinators
- Ensures that required documentation is complete and is in compliance with regulations and standards
- Provides clerical support, such as typing, filing, copying, data entry, and record keeping as directed by Chief of Staff and Lead Operations Coordinator
- Compile data, type, and review and summarize miscellaneous reports and documents on a weekly, bi-weekly, quarterly, and monthly basis while meeting deadlines, as required
- Arrange travel schedules, lodging and dining reservations and rental vehicles for management, as needed
- Gather information for due diligence
- Process outgoing mail
- Plan company or holiday outings, birthdays and other social or business events, as requested
- Assist Regional Vice Presidents and other key staff members
- Manage, analyze and accurately enter data into one or more company applications/systems
- Performs other duties as assigned
Qualifications & Physical Requirements:
- Professional appearance and demeanor
- Excellent communication skills, verbal, and written
- The ability to critically resolve moderately complex problems, investigate, research and conduct root cause analysis is strongly preferred
- Excellent telephone skills
- Computer application skills MS Office: intermediate reading, writing, and math, and typing skills
- Professional writing skills to compose memos, letters, and other business correspondence observing all rules of grammar, spelling, and punctuation
- Strong scheduling and organizational skills; experience with travel logistics a plus
- Able to maintain a high level of confidentiality
- Demonstrated ability to adapt to the changing demands of business is a must
- Must be results oriented and self-starter
- Exhibit basic understanding of senior living industry, business units and reimbursement models, specific company systems and processes applications and internal process flows
Education & Experience:
- High school diploma or GED required; some post high school education or training preferred
- Prefer two (2) years’ experience as administrative assistant providing direct support for multiple managers
- Sharepoint, Teams, One Note – or Office 365 experience
