Encore Luxury Living · 2 months ago
Director of Administrative Services
Westbury, NY 11590, USA
Full-time
Onsite
Director/Executive
$65K/yr - $75K/yrEncore Luxury Living is seeking a Director of Administrative Services to oversee various human resources and administrative functions. This role involves coaching directors on HR best practices, managing payroll, and ensuring compliance with regulations while fostering a positive employee culture.
Assisted LivingReal EstateRental Property
Responsibilities
Coaches Directors on Human Resources best practices and all policies surrounding Community level Recruitment, Performance Management, Learning and Development, and Progressive Discipline to promote a culture of continuous growth, team building, and development of employees
Deposit checks in the absence of the ED/GM
Assist the ED/GM by obtaining necessary information for the monthly Home Office Operations and Financial Report
Perform building tours as required in the absence of the Director of Community Relations (DCR)
Take on marketing calls from prospective families in the absence of the DCR
Review and process invoices in an accurate and timely manner while utilizing the PO system to track invoices and assist other departments as directed by ED/GM
Maintain Master schedule for all departments and post in designated area for NYS compliance
Order and maintain inventory of office supplies, office machines and staff uniforms
Monthly QA/council reports to be completed before deadline. Attend quarterly QA meetings
Maintain a current and accurate Certificate of Insurance (COI) binder
Address resident billing inquiries in a timely manner
Generate and send residents the Poverty Level letters
Run PCC reports as needed
Review resident contract for completion, input all data for new residents upon move in stage, complete resident emergency card for apartment door (applicable for enriched housing communities) and create resident file in specific format followed by sending necessary information to Home Office in a timely manner
Maintains current knowledge of system wide and location specific procedures, processes, policies, and operations while enforcing these policies throughout the community in concert with the Department Directors
Perform full life cycle of new hire process, ensuring complete and accurate completion of new hire forms to foster a successful onboarding
Performs new hire orientation, to include all requisite paperwork, while ensuring all new hires attend orientation. Assists and/or delivers mandatory in-services on other topics
Perform all required functions of NYS Criminal History Record Check (CHRC), and non-CHRC Background processes in a complete and timely manner
Coordinate, promote, and explain health and welfare benefit programs
Manage the Employee of the Month program
Ensure employee workers’ compensation incident reports are fully completed by supervisor and employee. Maintain appropriate follow up with staff member and insurance carrier to keep claim exposure to a minimum
Maintain OSHA logs, submit required OSHA annual online reporting and ensure all federal and state required postings are posted and current
Explain procedures to employees requiring leave ensuring all paperwork is sent out, completed, leaves are tracked, and return to work is facilitated according to various laws
As Health Commerce System (HCS) Coordinator, keep role assignments up-to-date
Maintains records of staff licensing and certifications, validates licenses/certificates of new hires prior to date of hire. Sends necessary reminders prior to expiration date of licensure/certificate
Keeps accurate records of staff training as required by DOH regulations and company policy
Maintains a tickler system to track employee annual influenza vaccination status, 90 Day Reviews, Annual Evaluations, current physicals and PPD’s, sending monthly reminders of expirations and those coming up for review to Department Heads
Completes wage and benefit surveys as requested; completes verifications of employment/wage information in a timely manner as per policy
As the HR representative in that location, always ensure confidentiality in regard to employee information/incidents
Perform necessary audits on files to ensure accuracy and compliance
Handle all aspects of Payroll Administration for community including but not limited to; entering of new hires, terminations, employee information changes, prepare, process, transmit payroll, and run reports
Assist ED/GM in reviewing and analyzing Budget vs. Actual report
Review weekly payroll reports with ED/GM, when ED/GM is on-site and available, before accepting for final processing
Supervise the reception and concierge staff, including hiring, training, scheduling, disciplining, annual evaluations, and separations of employment. Responsible to cover shifts in person if coverage cannot be obtained
Perform Weekly Safety Observations on direct reports and ensure each department head is conducting for their department
Ensure the reception/concierge staff is knowledgeable on all alarms and other systems
Ensure reception/concierge staff respond to calls professionally and in accordance with The Bristal marketing requirements
Maintain Master schedule for Concierge/Reception and post in designated area/submit to ED/GM
Assist/mentor new DAS (Director of Administrative Services) across other communities when needed
Attend and actively participate in daily stand up as well as weekly Department Head Meetings
Support the management of the building in the absence of the ED/GM
Create and distribute to front desk the daily census report in the absence of the ED/GM and Director of Case Management
Assist with various types of audits as necessary
Performs all other related duties as assigned by the Executive Director/General Manager or Home Office management
Qualification
Required
Bachelors degree
Coaches Directors on Human Resources best practices and all policies surrounding Community level Recruitment, Performance Management, Learning and Development, and Progressive Discipline to promote a culture of continuous growth, team building, and development of employees
Deposit checks in the absence of the ED/GM
Assist the ED/GM by obtaining necessary information for the monthly Home Office Operations and Financial Report
Perform building tours as required in the absence of the Director of Community Relations (DCR)
Take on marketing calls from prospective families in the absence of the DCR
Review and process invoices in an accurate and timely manner while utilizing the PO system to track invoices and assist other departments as directed by ED/GM
Maintain Master schedule for all departments and post in designated area for NYS compliance
Order and maintain inventory of office supplies, office machines and staff uniforms
Monthly QA/council reports to be completed before deadline. Attend quarterly QA meetings
Maintain a current and accurate Certificate of Insurance (COI) binder
Address resident billing inquiries in a timely manner
Generate and send residents the Poverty Level letters
Run PCC reports as needed
Review resident contract for completion, input all data for new residents upon move in stage, complete resident emergency card for apartment door (applicable for enriched housing communities) and create resident file in specific format followed by sending necessary information to Home Office in a timely manner
Maintains current knowledge of system wide and location specific procedures, processes, policies, and operations while enforcing these policies throughout the community in concert with the Department Directors
Perform full life cycle of new hire process, ensuring complete and accurate completion of new hire forms to foster a successful onboarding
Performs new hire orientation, to include all requisite paperwork, while ensuring all new hires attend orientation. Assists and/or delivers mandatory in-services on other topics
Perform all required functions of NYS Criminal History Record Check (CHRC), and non-CHRC Background processes in a complete and timely manner
Coordinate, promote, and explain health and welfare benefit programs
Manage the Employee of the Month program
Ensure employee workers' compensation incident reports are fully completed by supervisor and employee. Maintain appropriate follow up with staff member and insurance carrier to keep claim exposure to a minimum
Maintain OSHA logs, submit required OSHA annual online reporting and ensure all federal and state required postings are posted and current
Explain procedures to employees requiring leave ensuring all paperwork is sent out, completed, leaves are tracked, and return to work is facilitated according to various laws
As Health Commerce System (HCS) Coordinator, keep role assignments up-to-date
Maintains records of staff licensing and certifications, validates licenses/certificates of new hires prior to date of hire. Sends necessary reminders prior to expiration date of licensure/certificate
Keeps accurate records of staff training as required by DOH regulations and company policy
Maintains a tickler system to track employee annual influenza vaccination status, 90 Day Reviews, Annual Evaluations, current physicals and PPD's, sending monthly reminders of expirations and those coming up for review to Department Heads
Completes wage and benefit surveys as requested; completes verifications of employment/wage information in a timely manner as per policy
As the HR representative in that location, always ensure confidentiality in regard to employee information/incidents
Perform necessary audits on files to ensure accuracy and compliance
Handle all aspects of Payroll Administration for community including but not limited to; entering of new hires, terminations, employee information changes, prepare, process, transmit payroll, and run reports
Assist ED/GM in reviewing and analyzing Budget vs. Actual report
Review weekly payroll reports with ED/GM, when ED/GM is on-site and available, before accepting for final processing
Supervise the reception and concierge staff, including hiring, training, scheduling, disciplining, annual evaluations, and separations of employment. Responsible to cover shifts in person if coverage cannot be obtained
Perform Weekly Safety Observations on direct reports and ensure each department head is conducting for their department
Ensure the reception/concierge staff is knowledgeable on all alarms and other systems
Ensure reception/concierge staff respond to calls professionally and in accordance with The Bristal marketing requirements
Maintain Master schedule for Concierge/Reception and post in designated area/submit to ED/GM
Assist/mentor new DAS (Director of Administrative Services) across other communities when needed
Attend and actively participate in daily stand up as well as weekly Department Head Meetings
Support the management of the building in the absence of the ED/GM
Create and distribute to front desk the daily census report in the absence of the ED/GM and Director of Case Management
Assist with various types of audits as necessary
Performs all other related duties as assigned by the Executive Director/General Manager or Home Office management
Benefits
Coordinate, promote, and explain health and welfare benefit programs.
Company
Encore Luxury Living
Encore Luxury Living provides independent living rental apartments for seniors.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase