Position Summary:

The Operations Coordinator serves a foundational role in exceeding the expectation of all residents, and helping the facilities and housekeeping teams deliver unmatched service. Major priorities in this role will include (1) project management and administrative support for the facilities and housekeeping teams with a focus on exceptional customer service and communication with residents, other staff and vendors.; (2) move coordination into and within Orchard Cove; (3) co-lead emergency preparedness documentation and training; and (4) co-lead community wide projects and events (ie: annual flu clinic, safety drills, etc).

Position Responsibilities:

Facilities & Housekeeping Administrative Coordination

• Project management and administrative support (which may include keeping inventory of supplies, making and tracking purchases and deliveries).
• Document and track all invoices and expenditures, providing timely submissions
• Provide exceptional customer support for complicated requests, and ones that require project management.

Move Coordinator

• Provide exceptional customer service and project management of moves into, and within, Orchard Cove
• Guide residents through move logistics and customizations
• Manage timelines and requests with facilities team and involved vendors
• Oversee inventory of garage parking and storage units for new and existing residents.
• Coordinate with families on apartment releases
• Coordinate closely with the sales, facilities and resident service team members to set and meet move dates in order for Orchard Cove to meet ambitious census goals.
• Oversee Preimsys – internal system for creating fobs, name badges and access to the building.

Emergency Preparedness Captain

• Complete quarterly safety rounds with facilities team
• Lead trainings for residents and staff related to building safety and emergency preparedness
• Assist Engineering Manager with compliance for regulatory surveys and inspections.

Community & Resident Support:

• Lead development and facilitation of the annual vaccine clinics and car safety evaluations. Lead other special community projects as required
• Participate in other responsibilities and special projects as assigned.
• Serve as a notary for the community.

Core Competencies:

• Strong organizational skills and keen attention to detail
• Excellent customer service
• Exceptional verbal and written communication skills
• Proactive drive to exceed expectations of all customers – residents, families and staff
• Maintain confidentiality and privacy of the residents
• Uses sound judgment to make good decisions and take appropriate action after considering all facts
• Excellent problem solving skills
• Exudes a confident and professional approach in all verbal and written communication.

Qualifications:

• High School diploma or equivalent
• 3-5 years of customer service experience
• Exceptional customer service, teamwork, communication and interpersonal skills required
• Good communication, organizational skills and exceptional telephone etiquette
• Comfort with basic computer systems and documentation and willingness to learn new technology
• A proven track record managing with daily priorities, emergencies and last minute changes
• Positive and optimistic attitude
• Must care deeply about supporting the best life of individuals as they age

Working Conditions and Physical Demands:

• Being neat, clean and wearing professional attire is required
• At times a fast paced environment
• Extended periods of sitting and talking on the telephone
• Subject to frequent interruptions
• Subject to emergency situations
• Works in a clean, well-lighted, well-ventilated area.

Hebrew SeniorLife requires all employees to be fully vaccinated against COVID-19 as a condition of their employment. All new hires must be fully vaccinated, which includes any recommended COVID-19 boosters, before their start date. Any exemption requests for medical or religious reasons will be considered on a case by case basis and must be processed prior to any start date.

Hebrew SeniorLife is an equal employment opportunity employer. All employment decisions are based on merit, qualifications, and competence and not influenced or affected by race, color, religion, age, gender, national origin, ancestry, marital status, military status, veterans status, disability, sexual orientation, gender identity or expression, or any other characteristics protected by federal, state, or local law.

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