Administrative Assistant

The Oaks at Denville is seeking a friendly Administrative Assistant to join our team!

The Oaks at Denville is a Springpoint Senior Living Community located in Denville, NJ. At Springpoint, our Administrative Assistant primarily supports their supervisor/department in the overall operation of the office activities in accordance with policies and procedures, forms, confidentiality, etc. Creates and always maintains an atmosphere of personal interest and professionalism.

Responsibilities:

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  • Provide general office support (i.e. typing, filing, answering phones, taking messages, etc.) for the Maintenance and Landscaping Departments.
  
  
  • Ensure that residents and others who need to know are informed of scheduled repairs.
  
  
  • Maintain a supply inventory and order supplies.
  
  
  • Assist in coordinating the refurbishing of apartments.
  
  
  • Maintain records and files for apartment renovations.
  
  
  • Respond to residents’ maintenance requests; maintain work orders.
  
  
  • Oversee purchase orders and payment vouchers.
  
  
  • Check voice mail boxes for Landscaping and Housekeeping as requested.
  
  
  • Type various communications and correspondence as directed and as required.
  
  
  • Maintain orderly filing system for all work orders, records, reports, etc.
  
  
  • Document daily work orders ensuring all chargeables are separated for accounting and charge sheets are submitted on a monthly basis.
  
  
  • Maintain current copies of vendor Certificates of Insurance.
  
  
  • Maintain Emergency Call list of vendors and personnel.
  
  
  • Assist Director of Maintenance with budget preparation and monitor department expenditures to ensure compliance with budget restrictions.
  
  
  • Coordinate with residents for television repairs as needed.
  
  
  • Perform Adds, Moves, Changes to phone system and voice mail system as requested.
  
  
  • Coordinate phone system and voice mail system repairs as needed.
  
  
  
  
  
  
  • Provide appropriate assistance to residents, co-workers and visitors.  Represent the facility in a professional manner when attending programs, seminars and training.
  
  
  • Review and understand policies and procedures outlines in employee work rules and union contract. Attend department meetings as directed. Participate in continuing education and training as needed.
  
  
  • Must be able to work at off hours in cases of emergency.
  
  
  • Other duties related to the essential function of the job as assigned by management
  
  
  
  

Education and Experience:

• High School Diploma or equivalent.


• Minimum of 2 years secretarial/office related experience.


• Experience with scheduling and staffing.


• Experience in general office equipment, basic business functions.

Comprehensive Benefits Package (Full Time):

• Medical/Dental/Vision/Rx Plans


• Paid Time Off and Holidays


• 401(k) with Company Match (Once Eligible)


• Life & Disability Insurance


• Flexible Spending Accounts


• Voluntary Benefits (including DailyPay!)


• Employee & Resident Bonus Referral Programs


• Employee Assistance Program


• Wellness & Wellbeing Programs


• Tuition Reimbursement


• Professional Development and Career Opportunities

Pay Range: $22.00 - $27.00/hour