Administrative Coordinator

Shannex Incorporated; Sydney; On-site; CAD 42,000 - 52,000; Full time

Benefits offered by this job

Onsite parking

RRSP program (5% employer matching)

Employee Assistance Program

Continuing education and training

Job summary

Shannex Incorporated is seeking an Administrative Coordinator for Harbourstone Enhanced Care in Sydney, Nova Scotia. The role supports resident admissions, data entry, and daily office operations to ensure efficient facility management.

The successful candidate will have relevant post-secondary Office Admin/Secretarial education, strong MS Office skills, and the ability to handle payroll and budgeting support while maintaining compassionate care for residents.

Qualifications

• Post-secondary education in an approved Office Admin or Secretarial program.
• Excellent computer skills with Microsoft Office Suite.
• Intermediate proficiency with other Microsoft programs.
• Attention to detail and respectful behavior.
• Able to provide a clear Criminal Record Check on hire.
• Knowledge of Yardi is an asset.
• Experience in working with seniors or health-related industries is an asset.
• Passion for healthcare and seniors’ wellbeing.

Responsibilities

• Support the admission of Residents and Clients.
• Enter data, edit, revise, and print minutes, letters, and memos.
• Maintain and update resident files and documents.
• Coordinate resident transportation.
• Perform basic accounting functions including resident banking reconciliation and payments.
• Assist with inventory and supplies management.
• Monitor alarms and follow safety procedures.
• Assist payroll, scheduling and benefits information for employees.
• Plan and organize employee and resident events.
• Handle mail distribution and photocopies as needed.

Skills

Microsoft Office Suite

Attention to detail

Strong communication

Education

Office Admin/Professional Secretarial program

Tools

Yardi

Job description

Job Description

If you take pride in being compassionate, honest, professional, and safe, consider an exciting and rewarding career at Shannex. Our communities offer more than a place to work – they welcome and celebrate Great People who inspire meaningful connections while Leading the Way to Better Living™.

We are searching for an Administrative Coordinator to join our Harbourstone Enhanced Care team based in Sydney, Nova Scotia.

Meaningful Benefits

You will be surrounded by supportive and talented team members who make our communities great places to live, work and visit. As an established and respected organization in the healthcare sector, Shannex offers opportunities for growth, development and advancement. And at the end of every day, you will know you’ve made a measured difference in the lives of our residents.

Additional Benefits Include

• Comprehensive health, vision, and dental benefits plan, including an Employee and Family Assistance Program
• Life, travel, and other insurances
• Access to virtual healthcare 24/7 for FREE through the group health benefit plan
• RRSP program (5% employer matching)
• Vacation accrual (begins immediately) and travel insurance
• Free onsite parking
• Access to thousands of perks vendors and discounts through our WorkPerks program, including excellent discounts for apparel, restaurants, technology, fitness, travel, and tickets to some of your favorite sports and entertainment events
• Access to continuing education and training through Shannex’s Centre of Excellence
• Opportunities to be part of sector innovation and continuous improvement initiatives
• Recognition and Rewards for service excellence and safety

About The Opportunity

• Provides support for the admission of Residents and Clients
• Performs a wide variety of typing assignments, and operates the computer to enter data, edit, revise, and print minutes, letters, memos, tables, and other material
• Maintains and updates resident files, and documents, including resident lists
• Coordinates resident transportation
• Performs basic accounting functions, which may involve resident banking reconciliation and payments on resident accounts
• Supports the facility inventory supply program, which may involve ordering, receiving and distributing supplies
• Monitors fire and security alarm panels, and follows safety and security duties as per facility policy
• Provides support and guidance to employees in assistance with payroll, scheduling and benefits information
• Outlines work assignments and schedules.
• Provides training & orientation.
• Effectively manages departmental budget including office supplies.
• Coordinates and maintains processes for financial disbursements and reconciliation of petty cash.
• Completes bank deposits weekly.
• Accurately enters all ancillary charges on resident accounts, along with ensuring all charges are accurate.
• Accepts and writes receipts for cheques or cash payments from Residents, family or visitors according to facility policies.
• Working as a member of the facility management team toward the organizational, facility and departmental goals and priorities.
• Plans, organizes and participates in employee and resident events and initiatives.
• Prepares photocopies and facsimiles and sorts and distributes incoming/outgoing mail
• Additional duties as assigned/required

About You

• Post-secondary education of an approved Office Admin or Professional Secretarial program
• Excellent computer skills and experience in Microsoft Office Suite
• Intermediate proficiency using other Microsoft programs.
• Attention to detail and respectful behavior
• Ability to provide a clear criminal record check upon hire
• Knowledge of Yardi considered an asset.
• Experience in working with seniors’ or health related industry considered an asset.
• A passion for the healthcare sector and/or ensuring seniors have access to quality accommodations, services and care
• Successful candidates will be required to obtain a clear Criminal Record Check, and where applicable, a Vulnerable Sector Check, prior to appointment.

Values

We are committed to equity, diversity, inclusion, and belonging, and to fostering a culture that celebrates individuality and ensures every person is treated with fairness and respect. Here, every team member belongs. With locations across Nova Scotia, New Brunswick, and Ontario, our team members help build communities that support connection, wellbeing, and longevity.

Additional Information

Shannex-owned brands include Allbright Life, Parkland Retirement Living & Lifestyle Residences, Parkland at Home, Faubourg du Mascaret, and Shannex Enhanced Care. In addition, Shannex provides Transitional Health Services in partnership with Nova Scotia Health. For more information, visit shannex.com .

All applications are kept in strict confidentiality.

Only those selected for an interview will be contacted.