Administrative Coordinator

Company Overview: Located directly on the shores of the picturesque Chesapeake Bay and minutes from the charm and history of our state’s capital city, BayWoods of Annapolis is Maryland’s premiere waterfront Continuing Care Retirement Community (CCRC). Established in 2003, our community offers a variety of amenities that are uniquely ours, including walking trails, waterfront boardwalk, deck with panoramic views, and a pier.

BayWoods is a close-knit community assisted living facility. We offer superior care to our residents due to our excellent resident-to-caregiver ratios. Because of the dedication and passion of our staff, BayWoods has earned the distinction of being the Best Retirement Community in Annapolis from 2017-20 by What’s Up Magazine and Great Place to Work™ 2022-2027. When you work at BayWoods of Annapolis, you’ll work in a supportive environment that appreciates their employees and inspires you to make a difference with our seniors!

Essential Job Duties:

• Provides administrative support to the Executive Director.
• Serves as point-of-contact for all visitors to the administrative suite.
• Screens visitors to the administrative suite and schedules appointments for the leadership team, as necessary.
• Provides back-up coverage to the Front Desk Manager and front desk staff as needed.
• Collaborate with all departments including Human Resources, Finance, Marketing, and IT as needed.
• Prepares and types meeting notices, minutes, and statistical information.
• Orders all office supplies, paper supplies, copy machine supplies, printed forms, etc. while keeping costs low.
• Orders uniforms for staff as directed.
• Assists Residents with administrative requests (copies, faxing, typing, etc.) as needed.
• Maintains resident business files, updating, organizing, filing correspondence, documents, and their pertinent forms, verifying completeness, storage, and retrieval.
• Compiles and maintains various master lists and systems, resident listings, resident directories, etc. Includes communication of IL Resident Handbook changes.
• Assists in the Resident Board election process as needed.
• Organize all confidential conferences, outside meetings, office meetings and prepare agendas and other related materials per the direction of Executive Management.
• Relieve Front Desk staff regularly for lunch on Monday, Wednesday and Thursday and as needed.
• Prepares slides for presentations.
• Prepare board meeting package.
• Manage resident registration in Stratos (not LOA), Accushield, Teams and Outlook
• Maintain resident information and manage resident logins in Touchtown

Other Duties:

• Attends in-service training and education sessions, as assigned; completes Relias training on time every month.
• Creates and maintains a professional businesslike office atmosphere at the reception desk, lobby area and office area including wearing the BayWoods blazer.
• Maintains workstation and equipment in a safe and organized manner.
• Operate as a member of a team both within the department and across departments.
• Familiarity with emergency procedures and be required to assist with evacuation.
• Other duties as assigned.

EEO: We are an equal opportunity employer that prohibits employment discrimination based on race, color, age, sex, sexual orientation, religion, physical and mental disability, National origin, genetic information, or marital status.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

People with a criminal record are encouraged to apply

Ability to Commute:

• Annapolis, MD 21403 (Preferred)

Ability to Relocate:

• Annapolis, MD 21403: Relocate before starting work (Required)

Work Location: In person