Office Manager | Full-Time
RIVER OAKS OF MINNESOTA · Watertown, Minnesota, United States
Job Description: Office Manager – Assisted Living
Position: Office Manager
Department: Administration / Resident Services
Reports To: Executive Director / Administrator
Employment Type: Full-Time
Position Summary
The Office Manager is responsible for overseeing the daily administrative and clerical operations of the assisted living community while supporting residents, families, and staff. This position requires strong organizational, communication, and leadership skills, along with a hands-on approach to daily operations.
The Office Manager must be willing and able to assist with floor operations when needed, including supporting direct care staff, responding to resident needs, and helping maintain a safe, comfortable, and welcoming environment for residents. This position requires flexibility, teamwork, and a commitment to providing quality resident-centered care.
Essential Duties and Responsibilities
Administrative and Office Management
- Oversee daily office operations and maintain an organized, professional work environment.
- Answer and direct phone calls, greet visitors, and assist residents, families, and vendors.
- Maintain resident files, employee records, office documents, and other confidential information.
- Assist with employee scheduling, timekeeping, attendance tracking, and payroll preparation.
- Assist with hiring paperwork, onboarding, orientation, and employee documentation.
- Maintain office supplies and coordinate ordering as needed.
- Assist with billing, invoices, expense tracking, and other financial or administrative tasks as assigned.
- Prepare reports, correspondence, meeting notes, and other required documentation.
- Assist with maintaining compliance with community policies, licensing requirements, and applicable regulations.
- Communicate effectively with management, staff, residents, families, and outside professionals.
Resident and Family Support
- Provide courteous and professional customer service to residents, families, and visitors.
- Assist with resident inquiries, concerns, and requests, referring clinical or care-related matters to the appropriate staff.
- Support resident move-ins, move-outs, admissions paperwork, and record maintenance.
- Help coordinate appointments, meetings, transportation arrangements, and community activities as assigned.
- Maintain resident confidentiality and protect personal and medical information.
Floor Support and Daily Operations
- Be willing and able to assist on the floor when staffing needs, resident needs, or emergencies arise.
- Support caregiving staff with appropriate nonclinical and resident-support duties within the employee’s training and authorized scope of practice.
- Assist with resident engagement, meal service, dining room support, and other daily activities as needed.
- Help respond to call lights, resident requests, and immediate needs within the employee’s training and role.
- Assist with maintaining a clean, safe, organized, and welcoming environment.
- Communicate resident concerns, changes in condition, safety issues, or incidents promptly to the appropriate care staff or supervisor.
- Provide backup support during staff shortages, breaks, busy periods, and unexpected situations.
- Work collaboratively with caregivers, medication aides, nurses, housekeeping, dietary staff, and other team members.
- Follow infection prevention practices, emergency procedures, resident rights, and all applicable community policies.
Teamwork and Leadership
- Promote a positive, respectful, and supportive work environment.
- Assist staff and management with daily operational challenges.
- Demonstrate flexibility and a willingness to help wherever needed.
- Maintain professional boundaries and confidentiality.
- Serve as a role model for reliability, accountability, communication, and resident-centered service.
Physical Requirements
- Ability to sit, stand, walk, and move throughout the community during the workday.
- Ability to respond to operational needs in both the office and resident care areas.
- Ability to perform assigned floor duties consistent with training, physical capabilities, and applicable safety requirements.
- Any lifting, transferring, or hands-on personal care responsibilities must be consistent with required training, authorization, and applicable regulations.
Work Environment
This position operates in an assisted living environment and requires regular interaction with residents, families, staff, and visitors. The Office Manager must be comfortable balancing office responsibilities with hands-on support of daily community operations.
Performance Expectations
Success in this role is demonstrated by:
- Accurate and timely completion of administrative responsibilities.
- Organized records and effective office operations.
- Professional communication with residents, families, and staff.
- Flexibility in responding to changing staffing and operational needs.
- Willingness to assist on the floor when needed.
- Consistent support of resident safety, dignity, independence, and quality of life.
- Compliance with community policies and applicable regulations.