Front Office Coordinator

Position Summary

The Front Office Coordinator is responsible for supporting the day-to-day administrative operations of Harmony Assisted Living. This position serves as a central point of coordination between the front office, management, Human Resources, staff, residents, families, and the back-office team.

The Front Office Coordinator provides administrative support, assists with employee onboarding and HR-related functions, maintains records, coordinates staff communications, and helps ensure that office operations run efficiently and professionally.

The ideal candidate is organized, dependable, professional, detail-oriented, and comfortable working in a fast-paced assisted living environment.

Essential Duties & Responsibilities

Front Office & Administrative Support

• Manage daily front office operations and administrative tasks.
• Answer and direct phone calls, emails, and other communications.
• Greet residents, families, visitors, vendors, and prospective residents professionally.
• Maintain organized electronic and paper files and records.
• Assist with preparing, scanning, filing, copying, and distributing documents.
• Assist management with reports, spreadsheets, schedules, correspondence, and other administrative projects.
• Maintain confidentiality of resident, employee, and facility information.
• Assist with tracking office supplies and submitting supply requests as needed.

HR & Employee Support

• Assist the HR/management team with employee onboarding and orientation.
• Prepare onboarding paperwork and ensure required documents are completed and filed.
• Assist with collecting employee applications, identification, certifications, training records, and other required personnel documentation.
• Coordinate onboarding appointments, orientations, and required training.
• Assist with scheduling employee meetings and training sessions.
• Help maintain accurate personnel files and employee records.
• Assist employees with routine HR-related questions and direct more complex matters to the appropriate manager or HR representative.
• Assist with employee status changes, offboarding paperwork, exit interviews, and related administrative duties.
• Help ensure staff documentation is complete and up to date.

Staff Coordination & Communication

• Coordinate communication between front office staff, caregivers, medication staff, kitchen, housekeeping, activities, maintenance, and management.
• Assist with communicating staff announcements, schedule changes, meetings, training, and facility updates.
• Help track staff attendance, required documents, training completion, and other administrative items.
• Follow up with staff on outstanding paperwork and assigned administrative tasks.
• Support management with staff meetings, agendas, sign-in sheets, and documentation.

Back-Office Coordination

• Coordinate with the back-office team regarding payroll, HR, accounting, billing, purchasing, and other administrative matters.
• Gather and organize information requested by the back-office team.
• Follow up on outstanding requests and help ensure deadlines are met.
• Assist with submitting documentation and maintaining accurate records.
• Serve as a communication link between the facility and corporate/back-office departments.

Resident & Family Support

• Provide professional and courteous assistance to residents and families at the front office.
• Assist families with routine administrative questions and direct clinical or care-related questions to the appropriate department.
• Assist with appointment coordination, forms, documentation, and other administrative needs as directed.
• Support move-in and move-out administrative processes.

Compliance & Documentation

• Maintain organized records in accordance with facility policies and applicable regulations.
• Assist management with audits, inspections, licensing documentation, and record requests.
• Ensure documents are completed accurately and submitted within required timelines.
• Protect confidential resident and employee information at all times.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, office, HR, healthcare, senior living, or assisted living experience preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office, Google Workspace, email, spreadsheets, and basic office software.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional, dependable, and customer-service oriented.
• Experience working in a senior living, healthcare, or residential care environment is preferred.

Physical & Work Requirements

• Ability to work in an active assisted living environment.
• Ability to sit, stand, walk, and move throughout the facility during the workday.
• Ability to use a computer and telephone for extended periods.
• Ability to occasionally lift or carry office supplies and materials.
• Must be able to communicate effectively with residents, families, staff, and management.

Core Expectations

The Front Office Coordinator is expected to:

• Maintain professionalism and confidentiality.
• Communicate clearly and respectfully.
• Follow facility policies and procedures.
• Demonstrate reliability and accountability.
• Work collaboratively with all departments.
• Treat residents, families, visitors, and staff with dignity and respect.
• Take initiative and follow through on assigned responsibilities.

Pay: $15.15 - $20.00 per hour

Work Location: In person