Estates Manager

at Liberty Village of Peoria in Peoria, Illinois, United States

Job Description

Estates

Job Description

Job Function:           Responsible for the day-to-day management and operation of the facility.

Supervises:               All Staff

Reports To:               Director of Operations

Primary Responsibilities:

1. Responsible for recruiting, interviewing, hiring, orientation, on-the-job training, monitoring the training period and discipline of all staff.
2. Control staffing budget by following approved positions and hours, oversee payroll and approve/disapprove employee days and overtime.
3. Market the facility, fill vacancies and complete the admission process, by following facility Marketing Manual.
4. Ensure that all policies and procedures of the facility are implemented and followed.
5. Supervise the purchasing of all supplies.
6. Complete bookkeeping functions, payables, and receivables and oversee payroll procedures.
7. Supervise the Food Service Department.
8. Complete and send all necessary weekly and monthly reports to Support Services.
9. Serve as liaison between facility and resident, family/guardians of residents and outside agencies, i.e. Hospitals, Senior Centers, etc.
10. Plan and coordinate in house and community activities.
11. Market and sell Villas where applicable.
12. Screen prospective residents.
13. Coordinate resident admissions.
14. Orient new residents to the facility.
15. Develop a Quarterly Newsletter and mailing list.
16. Be available to provide facility tours.
17. Evaluate the competition.
18. Perform all other duties as assigned.

Specific Duties:

1. General Duties:

1. Market the facility, fill vacancies and complete the admission process, by following facility Marketing Manual.
2. Complete and send all necessary weekly and monthly reports to Support Services.
3. Ensure that all policies and procedures of the facility are implemented and followed.

1. New Tenant Duties:

1. Assist in the following when new tenants move in and make a new tenant file in office.

1. Application form received and filled out properly.
2. Form #EST-107 Reservation Agreement received (if applicable).

• Medical form completed.

1. Form #EST-112 Tenancy Agreement signed.
2. Carport lease signed (if applicable).
3. Deposit and processing fee collected. (Make copy)

• First month’s rent collected.
• Door tag typed and in place.

1. New tenant name is added to phone list.
2. Add name to birthday list.
3. Tenant profile completed.

• If tenant is from out of town, send name to Welcome Wagon.
• Make note of Power of Attorney, living will, and guardianship papers in the business file for future reference.

1. Tenant Duties:

1. Prepare sign-up sheet for upcoming activities and doctor visits.
2. Compile and print newsletters and calendar.
3. Print special dinner sheets and get total count of tenants planning to attend for cook’s reference.
4. Have money ready for entertainment and arrange to have maintenance set up chairs and remove furniture depending on what is needed.

1. Discharged Tenant Duties:

1. Delete name from apartment and birthday lists.
2. Remove tenant file from current tenant file.
3. Inform housekeeping and maintenance to get apartment ready for next occupant.

1. Payroll Duties:

1. Complete #NH-522 Personal Database Information form for new hires, terminated employees, and all other personnel changes and send to RFMS.
2. Gather all time cards or time sheets for each employee.
3. Enter each employee’s hours, vacation, sick, and holiday hours in appropriate areas.  Attach garnishments (if any, jury duty, and personnel change forms.)
4. Get all documents reviewed and approved by manager, make copies and send to RFMS.
5. Prepare paychecks for distribution, provide on payday and obtain signatures.  Paychecks must be passed on specified time or after.

1. Personnel Duties:

1. Develop and continuously implement recruiting strategy to generate applicants.
2. Set up a physical for all new employees if applicable.
3. Organize employment file and forms and ensure accuracy.
4. Arrange orientation and training.
5. Assign time-card number, nametag, and keys.
6. Submit Workman’s Compensation Claim forms to Insurance Carrier.
7. Handle all employee insurance and benefits as applicable.
8. Maintain accrued employee time.
9. Delete terminated employees from all lists and schedules, and retain file in terminated employee file drawer.

1. Accounts Receivable Duties:

1. Prepare billing worksheet, including figuring charges and credits.
2. Prepare deposits and complete cash sheets.
3. Follow through on all aging bills and inform on a timely basis.
4. Post all invoices with proper account number.
5. Total all accounts payables and send them to RFMS after reviewed and signed.

1. Accounts Payable Duties:

1. Follow-up with vendors to ensure timely submitting of invoices and statements to facility.
2. Enter invoices after coded on Expense Report.
3. Complete Expense Report and send to RFMS by the 7th of each month.
4. Copy invoices for office file.
5. Mail invoices to RFMS by the 7th of each month.

Qualifications:

Education:                 Associate Degree

Substitute for

Education:                 Marketing Experience

Experience:               Marketing background or Education

            Substitute for

            Experience:               Evaluated on an individual basis

            Requirements:          Current driver’s license and approval of Facility Insurance

Carrier to drive Facility vehicles.