Business Office Coordinator Dedham 40 hour TEMPORARY

NewBridge on the Charles, Inc.; Fredericton; On-site; CAD 51,000 - 71,000; Full time

Job summary

Hebrew SeniorLife in the Fredericton area is seeking a Business Office Coordinator to support the operations of the Assisted Living business office. You will help with administrative tasks, data entry, and project coordination to ensure excellent communication and service for residents and families.

The role requires collaboration with clinical, sales, and community life teams, and you will adapt to changing conditions while managing multiple priorities.

Qualifications

• High School diploma required.
• Willingness to learn and follow process improvement concepts/practices.
• Be able to collaborate with multiple stakeholders.
• Customer service oriented approach with staff, residents, family members, and visitors.
• Demonstrate high “EQ” - outstanding people and communication skills.
• Be adaptable to changing priorities.
• Strong organizational skills, attention to detail, and ability to manage multiple projects.
• Strong verbal and written communication skills.
• Intellectual curiosity and innovative thinking.
• Ability to work independently and in a team.
• Computer literacy; experience with databases, Windows, Word, and Excel.

Responsibilities

• Coordinate key initiatives to continually improve quality of life for residents and staff.
• Attend pre-move meetings, oversee forms, assist with setup and support collaborative care efforts.
• Assist with move-in demographics, billing preferences, and IT work orders.
• Manage conference room bookings, lease renewals, and data tracking.
• Track costs, receipts, and reconcile statements; input data into Excel and share with finance.
• Support orientation logistics, trainings, attendance, and meals.
• Assist LMS trainings, compliance, and in-service tracking.
• Provide customer service to internal and external customers including residents and families.
• Coordinate office equipment maintenance and supplies.
• Support the Director of Assisted Living with admin tasks and special projects.

Skills

Customer service

Communication

EQ

Adaptability

Organization

Education

High School diploma

Tools

Databases

Windows

Word

Excel

Job description

I. Position Summary

Reporting to the Director of Assisted Living, the Business Office Coordinator will assist with the operations of the Business Office, and will have many administrative responsibilities, projects, and daily tasks to support excellent communication and quality of service at NewBridge. To perform these responsibilities effectively, s/he must become familiar with regulations and best practices related to Assisted Living, and collaboratively work with the clinical, sales, and community life teams and shared service departments to help ensure that project and department milestones/goals are met. Due to environmental and organization conditions changing rapidly, the work involves innovation, creativity, and research, careful consideration of alternatives, and implementation of practical and timely solutions. The emphasis on building rapport and relationships with residents, families, and team members requires an outgoing, poised, and persuasive communication style. Due to the fast paced work environment, the ability to learn quickly and thoroughly while continually recognizing and adapting to changing conditions is critical. A full commitment to the success of the business and high standards of achievement is expected in this position. The job environment is flexible, constantly changing, and provides opportunity for professional growth.

II. Position Responsibilities

• Coordinate key initiatives to continually improve quality of life for residents and staff
• Attend pre-move meetings, oversee the saving, tracking, and auditing of required pre-move forms, assist with phone and cable setup and troubleshooting, and support Independent Living collaborative care efforts
• Assist with the move-in process by entering demographics, emergency contacts, and billing preferences into our database, sending laundry preference, phone plan choice, proration sheet, and the first two checks to finance, and sending a phone work order to IT
• Assist with ongoing administration by booking conference rooms, creating, printing, saving, and sending annual lease renewals/amendments, updating our database and the lease amendment tracking list, phone lists, care plan tracker, personal care and laundry logs.
• Track vendors, GL codes, costs and receipts in the checkbook, scan and file credit card receipts, reconcile credit card statements, input laundry and extra care data from CNA assignment sheets into excel, and send to finance department by the deadline
• Participate in supporting orientation logistics and annual staff training by obtaining presentations and educational slides from facilitators, keeping attendance, coordinating food, and checking in throughout the day to see if employees need anything.
• Support and provide staff assistance with Learning Management System (LMS) trainings, compliance, including troubleshooting LMS access issues, and helping with in-service tracking.
• Promote and provide quality customer service for internal and external customers including HSL staff, residents and families, prepare and send get well, sympathy, and best wishes cards as needed, and assist with employee and resident appreciation initiatives.
• Help ensure that office appliances, including the printer, copier are serviced, and that office equipment and supplies are ordered, tracked, and distributed.
• Support the Director of Assisted Living with general administrative tasks and special projects as assigned.

III. Qualifications

• High School diploma required
• Willingness to learn and follow process improvement concepts/practices
• Be able to effectively collaborate in an environment with multiple stakeholders
• Must have a customer service oriented approach with staff, residents, family members, and visitors
• Demonstrate high “EQ” - outstanding people and communication skills
• Highly intuitive
• Ability to adapt to changing priorities
• Strong organizational skills, attention to detail, and ability to manage multiple projects simultaneously
• Strong verbal and written communication skills
• Be intellectually curious and an innovative thinker
• Have ability to work both independently and in a team environment
• Computer literacy required; experience with databases, Windows, Word, and Excel

IV. Physical Requirements

Please refer to the Physical Requirements sheets in Occupation Health

Remote Type: On-site

Salary Range: $50,950.20 - $71,330.27

Welcome to Hebrew SeniorLife Careers! For All You Can Be At Hebrew SeniorLife, you’ll set the highest standard as part of our commitment to redefine the experience of aging. With compassion, resilience, and determination, you’ll make a difference in the lives of patients, residents, their families, and the broad senior care community every day. And they will make a difference in yours. These life-changing connections will give your work meaning and fuel your desire to be all that you can be. At Hebrew SeniorLife, that’s uniquely possible. Because here you’ll be supported to always keep growing. And as you do, so will our collective impact.