Concierge - Part Time

The Kensington; Victoria; On-site; CAD 38,000 - 48,000; Full time

Job summary

Optima Living is seeking a Concierge to deliver a warm, welcoming experience for residents, visitors, and team members, while supporting day-to-day community operations. You will handle inquiries, coordinate move-ins, manage administrative tasks, and provide service reflecting Optima’s hospitality-focused environment.

Reporting to the General Manager or Administration Manager, this role requires strong communication, organization, and problem-solving skills, with a commitment to safety,

Qualifications

• Minimum of one (1) year experience in an administrative or similar role.
• Completion of a recognized post-secondary program is an asset.
• Experience in a residential care or mental health environment is an asset.
• Communicates in an approachable and respectful manner with the temperament to deal tactfully and cooperatively in all interactions.
• Strong written communication skills with the ability to present professional documents with clarity.
• Demonstrates the ability to effectively organize, prioritize and problem solve.
• Ability to work independently and in cooperation with others.
• Ability to manage and resolve difficult and challenging situations effectively and respectfully.
• Physical and mental ability to carry out the duties of the position including adherence to provincial health legislations.
• Computer literacy skillsrequired.
• Flexibility to work a variety of shifts.

Responsibilities

• Greets residents, visitors, and team members warmly and professionally, fostering a friendly and welcoming environment.
• Manages incoming calls and inquiries, directing visitors and contractors to appropriate individuals as needed.
• Ensures the visitor sign-in and sign-out process is properly followed.
• Manages and tracks the incoming and outgoing of courier packages for the community and residents (excluding medications).
• Supports meetings, event scheduling, equipment bookings and catering requests as needed.
• Assistswith coordination of move insand move outs as applicable.
• Assistswith the coordination of resident appointments and arranging transportation as applicable.
• Supports the Community Relations Coordinator in scheduling and providing tours of the community as applicable.
• Reports any issues with the functioning of office equipment as needed.
• Participates in organizational initiatives and projects as needed.
• Assistswith emergency procedures and safety protocols.
• Coordinates with the General Manager or designate to address issues related to restricted or denied home access.
• Performs administrative tasks such as filing,maintainingrecords, recording meeting minutes and completing reference check documentation as needed.
• Provides confidential administrative support to the leadership team as applicable.
• Ensures smooth information flow andtimelycommunication across the community to support program and meeting goals as applicable.
• Supports in organizing team and leadership meetings, including preparing agendas, recording minutes, and distributing documentation as applicable.
• Supports the General Manager in the incident and complaint reporting processes as applicable.
• Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety Committee.
• Identifiesmaintenance issues and reports them following established maintenance procedures.
• Responds promptly during emergency codes in alignment with organizational standards and protocols.
• Contributes to quality improvement initiatives by sharing ideas and providing feedback.
• Demonstrates knowledge of and compliance with Occupational Health and Safety regulations.
• Ensures adherence to infection control policies and procedures through regular audits, observations, and investigations.
• Maintains strict confidentiality of resident medical and personal informationin accordance withprivacy legislation.
• Completes orientation upon hire and annual mandatory education as assigned.
• Supports new team members through their orientation process.
• Respects and upholds the Resident Bill of Rights and the Assisted Living Rights of Residents.
• Participates in team meetings and stays informed on relevant internal communications.
• Performs other duties asrequiredto support operational needs.

Skills

Communication

Organizational skills

Problem solving

Independent work

Computer literacy

Customer service

Team coordination

Education

Post-secondary education

Tools

Microsoft Office

Job description

About Optima Living

Founded in 2007 by two friends inspired by their families' dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers.

Today, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 4,300 residents.

Guided by our North Star, Let us welcome you home, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy.

PositionSummary

Reporting to the General Manager or Administration Manager, the Concierge creates a warm, welcoming experience for residents, visitors, and team members, while supporting smooth day-to-day community operations. This role manages inquiries, assistswith move-in coordination, administrative tasks, and provides customer service that reflects Optima’s hospitality-focused environment.

All duties and responsibilities are carried out in alignment with Optima Living's mission, vision, and values, promoting person-centered care by respecting the uniqueness, dignity, andself-determinationof residents to promote maximum personal and functional independence. These duties are performed within the framework of established organizational policiesand procedures, industry best practices, while adhering to applicable regulations and standards.

Responsibilities

• Greets residents, visitors, and team members warmly and professionally, fostering a friendly and welcoming environment.
• Manages incoming calls and inquiries, directing visitors and contractors to appropriate individuals as needed.
• Ensures the visitor sign-in and sign-out process is properly followed.
• Manages and tracks the incoming and outgoing of courier packages for the community and residents (excluding medications).
• Supports meetings, event scheduling, equipment bookings and catering requests as needed.
• Assistswith coordination of move insand move outs as applicable.
• Assistswith the coordination of resident appointments and arranging transportation as applicable.
• Supports the Community Relations Coordinator in scheduling and providing tours of the community as applicable.
• Reports any issues with the functioning of office equipment as needed.
• Participates in organizational initiatives and projects as needed.
• Assistswith emergency procedures and safety protocols.
• Coordinates with the General Manager or designate to address issues related to restricted or denied home access.
• Performs administrative tasks such as filing,maintainingrecords, recording meeting minutes and completing reference check documentation as needed.
• Provides confidential administrative support to the leadership team as applicable.
• Ensures smooth information flow andtimelycommunication across the community to support program and meeting goals as applicable.
• Supports in organizing team and leadership meetings, including preparing agendas, recording minutes, and distributing documentation as applicable.
• Supports the General Manager in the incident and complaint reporting processes as applicable.
• Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety Committee.
• Identifiesmaintenance issues and reports them following established maintenance procedures.
• Responds promptly during emergency codes in alignment with organizational standards and protocols.
• Contributes to quality improvement initiatives by sharing ideas and providing feedback.
• Demonstrates knowledge of and compliance with Occupational Health and Safety regulations.
• Ensures adherence to infection control policies and procedures through regular audits, observations, and investigations.
• Maintains strict confidentiality of resident medical and personal informationin accordance withprivacy legislation.
• Completes orientation upon hire and annual mandatory education as assigned.
• Supports new team members through their orientation process.
• Respects and upholds the Resident Bill of Rights and the Assisted Living Rights of Residents.
• Participates in team meetings and stays informed on relevant internal communications.
• Performs other duties asrequiredto support operational needs.

Qualifications & Experience

• Minimum of one (1) year experience in an administrative or similar role.
• Completion of a recognized post-secondary program is an asset
• Experience in a residential care or mental health environment is an asset.
• Communicates in an approachable and respectful manner with the temperament to deal tactfully and cooperatively in all interactions.
• Strong written communication skills with the ability to present professional documents with clarity.
• Demonstrates the ability to effectively organize, prioritize and problem solve.
• Ability to work independently and in cooperation with others.
• Ability to manage and resolve difficult and challenging situations effectively and respectfully.
• Physical and mental ability to carry out the duties of the position including adherence to provincial health legislations.
• Ability to safelyoperateequipment according to established protocols.
• Computer literacy skillsrequired.
• Flexibility to work a variety of shifts.

Conditions of Employment

• Clear Police Information Check
• Clear Vulnerable Sector Check
• Successful completion of all mandatory Provincial Health Requirements