Administrative Specialist in South Bend, Indiana at OPS Living Services LLC

At OPS Living, first impressions matter. The Administrative Specialist serves as the welcoming face of the community while providing essential administrative support that helps ensure smooth daily operations. Whether greeting families, answering questions, assisting residents, supporting employees, or helping organize the business office, this position plays a critical role in creating an exceptional experience for everyone who enters the community.

The Administrative Specialist is responsible for providing outstanding customer service while supporting front office operations, resident and family communication, employee assistance, administrative tasks, record management, and community organization. This role works closely with the Business Office Manager, Executive Director, and department leaders to maintain an organized, efficient, and resident-centered environment.

This position is ideal for someone who enjoys helping people, thrives in a fast-paced environment, communicates professionally, and takes pride in creating positive first impressions.

About OPS Living

At OPS Living, our mission is simple:

We care deeply for our team, our clients, and our community.

We provide safe, affordable, and loving communities where seniors can thrive. Every team member helps create an environment where residents feel respected, valued, and at home.

Our core values guide how we work every day:

• Serves Reliably – We follow through on our commitments and provide dependable support to residents and teammates.

• Utilizes Unconventional Collaboration – We solve problems together and support one another across departments.

• Celebrates Regularly – We recognize effort, progress, and accomplishments.

• Enjoys the Journey – We bring positivity, gratitude, and purpose to our work.

Front Office & Customer Service

• Welcome residents, families, visitors, vendors, and prospective residents with professionalism and warmth.

• Answer incoming telephone calls promptly, courteously, and direct calls appropriately.

• Monitor the community entrance and assist visitors while maintaining resident safety and security.

• Provide information regarding community services and direct questions to appropriate team members.

• Maintain a professional, organized, and welcoming front office environment.

• Assist with receiving and distributing mail, deliveries, and packages.

Administrative Support

• Provide administrative support to the Executive Director, Business Office Manager, and department leaders.

• Prepare, organize, file, and maintain community records and administrative documents.

• Assist with data entry, copying, scanning, filing, and document preparation.

• Monitor office supply inventory and assist with ordering as directed.

• Maintain organized administrative systems that support efficient daily operations.

• Assist with special projects and community initiatives as assigned.

Resident & Family Support

• Assist residents and families by answering questions or connecting them with the appropriate department.

• Help coordinate communication between residents, families, and leadership.

• Provide exceptional customer service while maintaining confidentiality.

• Support move-in and move-out administrative processes as assigned.

• Help ensure residents and families feel welcomed, informed, and supported.

Human Resources & Business Office Support

• Assist with new hire paperwork, onboarding documentation, and employee file organization.

• Help maintain personnel records in accordance with company policies.

• Assist employees with routine administrative questions.

• Support payroll, scheduling, and business office functions as directed by the Business Office Manager.

• Maintain confidentiality of employee and resident information at all times.

Community Operations

• Assist with maintaining calendars, meeting schedules, and community communications.

• Support resident events and community activities as needed.

• Communicate operational concerns or opportunities for improvement to leadership.

• Help ensure the front office remains organized, professional, and survey ready.

• Demonstrate flexibility by assisting other departments when community needs arise.

Team Collaboration

• Work collaboratively with every department to support exceptional resident care and customer service.

• Communicate professionally with residents, families, visitors, vendors, and team members.

• Support a positive and welcoming culture throughout the community.

• Demonstrate professionalism, reliability, and accountability in daily responsibilities.

• Contribute to a respectful and collaborative work environment.

Ideal Candidate Attributes

Successful candidates will demonstrate:

• Professionalism and courtesy

• Strong organizational skills

• Exceptional customer service

• Dependability and accountability

• Positive attitude

• Excellent communication skills

• Ability to multitask

• Strong attention to detail

• Initiative and problem-solving abilities

• Commitment to confidentiality

• Team-oriented mindset

• Desire to serve seniors and their families with excellence

What Success Looks Like

Success in this role includes:

• Every resident, family member, and visitor is greeted warmly and professionally.

• Administrative tasks are completed accurately and on time.

• Employee and resident records remain organized, confidential, and compliant.

• The front office is consistently clean, welcoming, and organized.

• Leadership receives reliable administrative support that improves operational efficiency.

• Residents, families, and team members receive prompt, professional assistance.

• Communication flows effectively throughout the community.

• Strong teamwork and collaboration are demonstrated across all departments.

You will be measured by customer service, professionalism, organization, accuracy, communication, dependability, and your ability to create a positive first impression while supporting the operational success of the community.

Why Join OPS Living?

When you join OPS Living, you become part of a team dedicated to creating communities where residents feel welcomed, families feel confident, and employees feel supported. As the Administrative Specialist, you help set the tone for the entire community by creating positive experiences, maintaining organization, and supporting the mission of providing exceptional senior living.

If you enjoy helping others, staying organized, building relationships, and being an essential part of a collaborative team, we encourage you to apply.

• High school diploma or equivalent.
• Minimum of one year of administrative, customer service, office support, or receptionist experience.
• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Proficiency with Microsoft Office including Outlook, Word, and Excel.
• Ability to manage multiple priorities while maintaining attention to detail.

Preferred Qualifications

• Experience in assisted living, senior living, healthcare, hospitality, or business office operations.
• Experience with payroll, HRIS, scheduling, or electronic record systems.
• Knowledge of office administration and customer service best practices.
• Experience supporting leadership teams.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to operate computers, telephones, printers, copiers, and other office equipment.
• Ability to lift and carry up to 25 pounds with or without reasonable accommodation.
• Ability to move throughout the community to support residents, employees, and leadership.