Administrative Coordinator - Finance

Retirement-Concepts-1; Victoria; On-site; CAD 50,000 - 60,000; Part time

Job summary

West Coast Seniors HousingManagement is seeking an Administrative Coordinator to report to the General Manager and provide confidential administrative support across finance, reception, and data entry in RMS and CMS. This role may require knowledge of Collective Agreements for scheduling, leaves, and overtime.

The position involves processing invoices, bank reconciliations, and maintaining petty cash and resident funds, with strong communication to staff, residents, and families.

Qualifications

• Grade 12 and formal Business Administration or Commerce program.
• 2–3 years of related experience.
• Typing speed of at least 50 wpm; proficient with Excel and Outlook.
• Must pass vulnerable sector check per provincial guidelines.
• Strong written and verbal English communication; good interpersonal skills.

Responsibilities

• Provide confidential administrative support to the General Manager and management team.
• Perform accounts payable, monthly bank reconciliations, and manage financial reports.
• Set up Electronic Funds Transfer (EFT), process resident refunds and invoicing to third parties.
• Maintain Resident Management System (RMS) and Care Management System (CMS) data.
• Manage payroll-related timekeeping and staff records; support CMS reporting.

Skills

Typing speed 50 wpm

Communication

Interpersonal skills

Leadership

Education

Grade 12 + Business Administration/Commerce

Tools

Excel

Outlook

Job description

Salary Range: $50,000.00 To $60,000.00 Annually

This is a temporary role covering a leave that could be up to 6 months and possibly extended

ABOUTUS:

At West Coast Seniors HousingManagement, we see our communities as a family and we are equally committed toour residents and our staff. We provide an engaging work environment and treateach other with respect and dignity. We invest in the growth and development ofour teams to actively participate in the creation of memories and moments thatmatter to our residents.

SUMMARYOF POSITION:

Reporting to the General Manager and/ordesignate, the Administrative Coordinator may provide confidentialadministrative support to the General Manager and other members of the management team. Centralresponsibilities include Financial Management (may include trust accountmaintenance), Reception (either full time or coverage for breaks), and enteringAdmission, Discharge & Transfer data into the Resident Management System (RMS), and CareManagement System (CMS). An ability to communicate effectively with staff, residents and their families is essential. This position may also require a good working knowledge of the facilityCollective Agreement(s) to ensure Articles are adhered to, including:scheduling, leave of absences, seniority, vacancy postings, overtime, shiftpremiums and sick time allowance.

RESPONSIBILITIES:

Include but notlimited to:

• Be an engaged collaborative team player, developing and maintaining professional relationships that support and strengthen the organizational culture and purpose.
• Performa variety of duties related to the financial management of the organizationsuch as preparation of financial reports, coding all accounts payable invoices,monthly bank reconciliation, and collections of past due accounts.
• Setup Electronic Funds Transfer (EFT), discharge resident refunds, invoicing tothird parties (i.e. MHR, DVA, Health Authorities, BC Housing) and annualresident income tax statements.
• Processdeposits and complete daily bank runs (if applicable).
• Maintainthe petty cash fund by performing duties such as maintaining records oftransactions, requesting additional money as required and completing relatedreports.
• Participatein maintaining the Resident Trust Fund by performing duties such as receivingrequests, recording transactions, maintaining ledger accounts, advisingresident/families when additional funds are required and reconcile trustaccount monthly.
• Reportmonthly financial reconciliations to Head Office (if applicable).
• Process all payables related items to include supplier invoices, purchase orders and receiving reports (if applicable). Processing payables includes: attach payables processing form to invoice ensuring correct coding and distribution of charges. GM to authorize all invoices prior to submittal to Head Office.

Administration

• Produce a variety of confidential documents for the General Manager and management team members including correspondence, memos, reports, minutes, budget statements and meeting agendas using a range of word processing and spreadsheet software packages (if applicable).
• Design and maintain records, files and distribution systems for correspondence, reports and minutes within the Administration area.Maintains resident records and storage of terminated records.
• Complete forms as needed for the Health Authority and Stats Canada.
• Performs a variety of duties related to the staffing for the facility including maintaining timekeeping records for staff for payroll purposes, as well as, maintaining related records such as staff names, addresses, phone numbers and availability for work.
• Answers the telephone, greets and screens both callers and visitors, responds to requests by providing information directly or directing inquiries to appropriate individuals within the organization (if applicable).
• Receive and process all incoming and outgoing mail and screens for appropriate distribution within the organization.Prioritizes items for immediate action (if applicable).
• Producepurchase order ensuring a copy of both the purchase order and the receivingreport is attached to the invoice. Submit to Head Office A/P dept. on a weeklybasis for processing. File all invoices and documentation once returned fromA/P dept (if applicable).
• Maintainstock of office supplies and materials for organization through review of stockon hand, and completion and forwarding of purchase orders to suppliers, workingwithin budget constraints. Receives andverifies supplies and investigates and resolves any discrepancies (if applicable).
• Supervisionof Reception staff (if applicable).
• Management of Admit, Transferand Discharge information on all residents in CMS on a timely basis.
• Maintenance of residentcontact information in RMS.
• Performs RMS maintenance ofresidents accounts (admissions and discharges), and admission agreements.
• Run “Occupancy”, “AssessmentsDue”, and other CMS Reports as requested by the GM or DOC.
• Other CMS related duties asassigned by the GM, which may include adding the photo of each new resident.

QUALIFICATIONS:

• Grade12 plus graduation from a formal Business Administration or Commerce program.
• Knowledgeof basic accounting procedures, reconciliation and bookkeeping.
• Minimum of two to three years recent related experience.
• Demonstratedability to type a minimum of 50 wpm. Proficient in the use of varied word processing and spreadsheet softwarepackages. Proficient on Excel andOutlook.
• Allsuccessful applicants must pass the vulnerable sector Criminal Record Checkapplicable to Provincial guidelines.

SKILLSAND ABILITIES:

• Good communication skills and theability to write and speak English.
• Good interpersonal skills and ability toeffectively interact with the various individuals involved in providingholistic care in a flexible resident focused environment.
• Ability to work effectively with multiple critical timelines. Strong leadership qualities, including managing performance management of team and building and maintaining trust with staff, residents/tenants and external business contacts.