Business Office Coordinator

Amica-Senior-Lifestyles

Toronto

On-site

CAD 55,000 - 69,000

Full time

9 days ago

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Benefits offered by this job

Comprehensive health, dental, and eye/

Retirement plan contributions

Disability insurance

Employee wellness programs

Job summary

Amica Guildwood seeks a Business Office Coordinator to supervise the residence's business office, handling administrative, accounting, payroll, and people-support functions as a liaison between residents, families and the Support Office.

The role emphasizes financial accuracy, regulatory compliance, confidentiality, and a welcoming front-of-house experience, aligned with Amica's values and service standards.

Qualifications

Experience in an administrative, office management, or bookkeeping role.
Proficiency with Microsoft Office (Word, Excel, Outlook).
Knowledge of payroll and billing processes and privacy regulations.

Responsibilities

Maintain confidential financial, resident, and team member records.
Manage office workflows, filing systems, and internal documentation.
Process payroll accurately and on time, including changes and records.
Liaise with residents and families regarding financial matters with timely follow-up.
Support recruitment, onboarding, and training of new staff.

Skills

Strong administrative skills

Payroll processing

Communication skills

Time management

Discretion with confidential info

Tools

Yardi

Payroll systems

Electronic billing systems

Job description

Job Description

BUSINESS OFFICE COORDINATOR

Amica Guildwood

Full Time

Amica embraces pay-for-performance compensation philosophy and offers a competitive total compensation package designed to reward performance.
Expected Salary Range: $55,000 - $69,000
Maximum Bonus Potential: 5% of base pay, that rewards exceptional performance.
Benefits: Comprehensive health, dental, and vision coverage, retirement plan contributions, disability, and employee wellness programs.
Vacation: Generous annual vacation entitlement, aligned with company policy.
Compensation is determined based on skills, experience, and qualifications. Candidates whose experience surpasses the expectations for this role may be eligible for compensation above the advertised range.

Established in 1996, Amica Senior Lifestyles operates over 30 senior living residences in British Columbia and Ontario, while continuing to grow in select markets. We offer Independent Living (IL), Assisted Living (AL) and Memory Care (MC) lifestyle options, along with Long Term Care (LTC) in BC. We combine expert care with unparalleled premium hospitality and amenities for a personalized senior living experience.

At Amica, our values are at the heart of all we do. We are privileged to spend our days enriching the lives of seniors, their families and each other. We celebrate diverse perspectives, lived experiences, and we are committed to fostering an inclusive environment where everyone feels they belong.

We welcome applicants from all backgrounds, including those of all religions, ethnicities, people of diverse sexual and gender identities and expressions, Black, Indigenous, Racialized People, and Persons with Disabilities.

Become part of a team where you can make a real impact in the lives of others each and every day.

Job Summary

The Office Manager is responsible for the efficient and effective operation of the business office at the residence. This role provides comprehensive administrative, accounting, payroll, and people-support services while acting as a key liaison between residents, families, team members, and the Support Office. The Office Manager ensures financial accuracy, regulatory compliance, confidentiality, and a welcoming front-of-house experience, while supporting a culture of service excellence aligned with Amica's values.

Key Responsibilities

Administrative & Office Operations

Maintain confidential financial, resident, and team member records in accordance with privacy legislation and company policy.
Manage office workflows, filing systems, and internal documentation.
Complete and submit required documentation for government agencies and industry partners as directed by the General Manager.
Maintain office supply inventory and order supplies from approved vendors.
Prepare Rental Agreements and ensure all documentation received for move-ins
Prepare internal reports and correspondence for the General Manager as required.

Accounting & Payroll

Manage accounts payable and receivable, including resident billings and invoice processing.
Manage Bank Deposits
Liaise with residents and families regarding financial matters, providing clear explanations and timely follow-up.
Process payroll accurately and on time, including rate changes, status changes, and employee records.
Maintain accurate records of team member schedules, sick time, and attendance in collaboration with the local leaders.
Submit all required payroll and benefits documentation to the Support Office and external agencies (e.g., Service Canada, benefits providers).

Team Member Support & Leadership

Support recruitment, onboarding, and orientation of new team members with local leaders.
Ensure all Team Member files are complete, renewals are received in timely manner
Ensure Annual Training completed
Identify training and development needs to support team engagement and growth.

Communication & Leadership Support

Keep the General Manager informed of issues, risks, or unusual matters, recommending solutions when appropriate.
Build effective working relationships with residents, families, team members, and external partners.
Perform all duties in accordance with Amica policies, procedures, and values.

Health, Safety & Compliance

Ensure a safe, healthy, and compliant work environment.
Adhere to all applicable health and safety legislation, policies, and procedures.
Promote safe work practices for self and others.

Other Duties

Perform other related duties as assigned, consistent with the scope of the role.

Qualifications

Experience

Experience in an administrative, office management, or bookkeeping role

Knowledge & Technical Skills

General office procedures, practices, and equipment
Proficiency with Microsoft Office (Word, Excel, Outlook)
Payroll and electronic billing systems
Filing and records management systems
Understanding of relevant legislation, including employment standards, privacy, and health & safety
Familiarity with senior living operations considered an asset

Competencies, Skills & Abilities