Administrative Coordinator - DePaul Hall

Shannex Incorporated; Bedford; On-site; CAD 48,000 - 64,000; Full time

Benefits offered by this job

Health, vision, and dental benefits

RRSP employer matching

Vacation accrual

Free onsite parking

Continuing education and training

Job summary

Shannex Incorporated in Bedford, Nova Scotia, is seeking a full-time Administrative Coordinator for our DePaul Hall Enhanced Care team, opening in October 2026. This role supports resident admission, data entry, file maintenance, scheduling, payroll guidance, and budget oversight within a compassionate senior living setting.

Requirements include post-secondary Office Admin/Secretarial training, strong MS Office skills, familiarity with Yardi, and the ability to obtain a clear Criminal Record

Qualifications

• 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.

Responsibilities

• 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

Skills

MS Office proficiency

Attention to detail

Education

Office Admin or Professional Secretarial program

Tools

Yardi

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™.

In anticipation of opening in October 2026, we are searching for a full-time Administrative Coordinator to join our new DePaul Hall Enhanced Care team based in Bedford, 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.

• Comprehensive health, vision, and dental benefits plan, including an Employee and Family Assistance Program (eligible immediately upon hire for all staff)
• 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

In addition to placing high value on continuous improvement, collaboration and accountability, you bring:

• 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.