Office Manager

Chartwell Retirement Residences; Nanaimo; On-site; CAD 50,000 - 65,000; Full time

Job summary

A retirement living organization in Canada seeks an Office Manager to oversee clerical duties and support residents and staff. Responsibilities include handling payroll, managing accounting records, and coordinating front desk staff. Ideal candidates will have at least 2 years of experience, a diploma in financial management or bookkeeping, and strong interpersonal skills. This position offers an opportunity to enhance the lives of seniors and foster community connections.

Benefits

Supportive work environment

Opportunity to impact lives positively

Diversity and inclusivity in workplace

Qualifications

• Minimum of 2 years of related experience.
• Previous accounting/bookkeeping experience.
• Ability to interact with staff and residents effectively.

Responsibilities

• Manage office routines and clerical duties.
• Oversee front desk staff and coordinate schedules.
• Process payroll and maintain accounting records.

Skills

Empathy for seniors' needs

Communication skills

Supervisory abilities

Proficiency in Microsoft Office

Education

Post secondary diploma or certificate in financial management or bookkeeping

Tools

Microsoft Excel

Microsoft Word

Job description

Job Description

The Office Manager is responsible for all aspects of office routines and clerical duties for residents and employees in the retirement residence. The will assist in maintaining a safe and secure environment for residents, visitors and other staff members.

Responsibilities

• Responds to resident or family member inquiries/concerns and ensures appropriate action is taken within decision‑making authority and/or brings to the attention of the General Manager;
• Oversees and co‑ordinates front desk staff;
• Participates as a member of the work team and provides support to other team members;
• Maintains a complete set of accounting records for the residence;
• Prepares all resident billings;
• Handles all queries concerning billings and payments from residents and/or their family members;
• Performs payroll duties necessary for the calculation of accurate wages and salaries of all staff;
• Maintains employee records of hours worked, days absent, vacation, statutory holidays and sick time;
• Prepares bank deposits;
• Welcomes and orients new residents, family members and other visitors;
• Effectively communicates and interacts with residents, family members, visitors and volunteers in a courteous and professional manner;
• Understands and follows all health and safety policies and procedures (including residence’s fire and safety programs) and works safely to reduce the risk of injury to self, other staff members and residents; promptly reports all actual or potentially hazardous situations;
• Sorts incoming mail daily for distribution to residents and other departments and manages outgoing mail;
• Organizes workflow through administrative office and co‑ordinates meetings and schedules appointments as required;

Qualifications

• Minimum of 2 years’ of related experience;
• Successful completion of post secondary diploma or certificate program in financial management or bookkeeping;
• Previous accounting/bookkeeping experience;
• Previous experience in a retirement or health care environment considered an asset;
• Empathy for and understanding of the needs of the seniors and/or individuals with disabilities;
• Ability to interact with all levels of staff, residents and their family members, and other professionals with a high degree of patience and tolerance;
• Good communication skills (both written and verbal);
• Initiative, good judgment and supervisory abilities;
• Good computer skills including proficiency in Microsoft Office with a working knowledge of Excel and Word;

About Us

At Chartwell, we’re all about Making People’s Lives BETTER: the lives of our residents and their families, and the lives of our employees. Join an exceptional group of diverse, inspiring, and caring people who are empowered to provide personalized, human experiences for our residents and staff through the connections they make every day within our communities.

Chartwell’s commitment to diversity and inclusivity is a commitment to hiring people whose skills and abilities contribute the most to the success of the organization and who reflect the communities in which we live and work. We are an equal opportunity employer and welcome applications from a wide range of qualified candidates, including people with disabilities. If you have questions or require assistance with the application process, please email [e-mail] or call 1‑888‑663‑6448.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.