Office Manager

Chartwell Retirement Residences; Nanaimo; On-site; CAD 52,000 - 76,000; Full time

Benefits offered by this job

Safe, inclusive workplace

Competitive compensation & benefits

Leadership development opportunities

Warm, welcoming culture

Job summary

Chartwell Retirement Residences seeks an organized Office Manager to serve as the administrative backbone at our residence. You will oversee clerical routines, support residents and staff, and contribute to a safe and welcoming environment as a key management team member.

You will handle front desk operations, onboarding, HR records, payroll, billing, and confidential file management, while ensuring excellent service and compliance across departments.

Qualifications

• Minimum two years of related office management or administrative experience.
• Accounting or bookkeeping experience required.
• Post-secondary diploma or certificate in financial management, bookkeeping, or a related field.
• Experience in a retirement or healthcare setting is an asset.

Responsibilities

• Oversee front desk operations and lead administrative staff.
• Resolve resident and family inquiries promptly and professionally.
• Welcome and orient new residents and visitors, creating a positive first impression.
• Manage confidential records for residents, employees, and finances.
• Oversee employee onboarding and HR documentation accuracy and compliance.
• Oversee payroll administration, attendance tracking, and vacation management.
• Manage billing, deposits, and invoice reconciliation.
• Champion workplace safety and ensure adherence to safety standards.
• Collaborate across departments and cover the Manager on Duty role when needed.

Skills

Highly organized

Detail-oriented

Excellent communication

Empathy

Public relations skills

Proficient in MS Office

Education

Post-secondary diploma or certificate in financial management or bookkeeping

Tools

Microsoft Excel

Microsoft Word

Job description

Job Description

Opportunity

Are you highly organized, detail-oriented, and passionate about supporting operations in a vibrant retirement community? As Office Manager at Chartwell, you will be the administrative backbone of our residence—overseeing clerical routines, supporting residents and staff, and contributing to a safe and welcoming environment. You’ll be a key member of the management team, playing a vital role in ensuring a seamless experience for everyone in the residence.

What You’ll Do

• Oversee front desk operations, providing leadership and direction to administrative staff
• Ensure prompt, professional resolution of resident and family inquiries or concerns
• Welcome and orient new residents and visitors, fostering a positive first impression
• Manage and safeguard confidential records for residents, employees, and financial operations
• Manage employee onboarding and maintain accurate, compliant HR documentation
• Oversee payroll administration, attendance tracking, and vacation management
• Manage financial processes, including billing, deposits, and invoice reconciliation
• Champion workplace safety by identifying risks and ensuring adherence to safety standards
• Collaborate across departments to ensure smooth daily operations and step into the Manager on Duty role

What You’ll Bring

• Minimum two years of related office management or administrative experience
• Accounting, or bookkeeping experience required
• Experience in a retirement or healthcare setting, an asset
• Post‑secondary diploma or certificate in financial management, bookkeeping, or a related field
• Excellent communication (written and verbal) and public relations skills
• Ability to interact with seniors, staff, and families with empathy, patience, and professionalism
• Highly organized, with demonstrated initiative and good judgment
• Proficient in Microsoft Office, particularly Excel and Word

What We Offer

• A safe, inclusive workplace where you’re supported and appreciated
• Competitive compensation and benefits
• Opportunities for leadership development and career growth
• A warm, welcoming culture inspired by our vision of making people’s lives better, driven by our mission to create happy, healthy, and meaningful lives for our residents

Additional Requirements

• Ability to handle physical demands such as walking, standing, and occasional lifting
• Able to manage stress from tight deadlines and multitasking
• Must be prepared to respond to emergency situations
• Personal protective equipment (PPE) may be required during certain tasks
• Comfort using AI and other digital platform systems and tools to support daily work
• Clear Criminal Background Check, VSS and TB Test where required

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.

Chartwell may use artificial intelligence to assist in screening and assessing applicants for this position.

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