Administrative & AP Specialist at Prestige Senior Living

Position Summary

The Central Support Administrative Specialist provides administrative, timekeeping, and accounts payable support for assigned locations and Central Support functions. This role supports daily

operations through accurate processing, executive administrative assistance, and coordination of office, credit card, and employee recognition activities while maintaining confidentiality and compliance with company policies.

Essential Duties And Responsibilities

• Supports timekeeping processes for Central Support, including review, correction, and follow-up of timecard issues.
• Assists Payroll and leadership with timekeeping audits and employee inquiries.
• Processes accounts payable activities for assigned locations, including invoice review, coding, routing, and documentation. (Part Time 20 hours per week)
• Responds to vendor and internal inquiries related to invoices, payments, and account status.
• Maintains accurate and organized accounts payable and administrative records in accordance with company policy.
• Performs general administrative and office duties, including document preparation, filing, tracking, and correspondence.
• Assists executive leadership with scheduling, calendar management, meeting coordination, and preparation of meeting materials.
• Supports corporate credit card administration, including tracking, reconciliation support, and policy compliance follow-up.
• Coordinates years-of-service awards and employee recognition activities, including milestone tracking and distribution.
• Provides backup administrative support to other Central Support team members as needed.
• Protects the confidentiality of employee, financial, and company information at all times.
• Performs other duties and special projects assigned.

Company Wide Responsibilities

• Demonstrates Core Values of Respect, Integrity, Commitment, and Trust.
• Supports a dignified and caring atmosphere with residents, residents’ families, visitors, and staff.
• Protects privacy and confidentiality of information pertaining to residents, team members, the department/center/community, and company information and records.
• Maintains a safe and secure working environment and practices safe working habits.

Qualifications, Education, And Experience

• High school diploma or equivalent required
• Minimum of two (2) years of administrative, accounting support, or office operations experience
• Experience with timekeeping and accounts payable processes preferred

Knowledge, Skills, And Abilities

• Strong attention to detail and organizational skills
• Ability to manage multiple priorities and meet deadlines
• Professional written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Ability to work independently and collaboratively in a fast-paced environment
• Demonstrated discretion and professionalism when handling confidential information

Supervisory Responsibilities

This position does not have supervisory responsibilities.

Language Skills

Ability to communicate effectively, in English, both verbally and in writing, with personnel at all levels of the organization, outside representatives, and members of the community.

Ability to read and interpret documents, including safety rules, operating and maintenance instructions, and procedure manuals.