Office Manager

Verve Senior Living; Newmarket; On-site; CAD 45,000 - 65,000; Full time

Job summary

Verve Senior Living is seeking an organized Office Administrator to support the management team at our Newmarket residence. You will handle payroll, maintain employee and resident records, and support clerical and reception duties to ensure smooth office operations.

The role requires English fluency, strong computer skills with Word/Excel, and prior payroll or HR admin experience. Leadership and independent work ability are essential in this team-oriented environment.

Qualifications

• Written and verbal fluency in English required.
• Proficient computer skills (Word and Excel).
• Experience with payroll processing and HR admin tasks is preferred.
• Demonstrated leadership, multitasking, and ability to work independently.

Responsibilities

• Provides administrative support for management including payroll and employee/resident information.
• Oversees clerical and reception duties for efficient office operations.
• Supervises reception staff and participates in recruitment and performance management.
• Maintains resident and employee records, processes payroll, and supports billing and statements.
• Coordinates with Marketing and General Manager for move-ins, billing and inquiries.
• Ensures compliance with policies, safety standards and mandatory training.

Skills

English fluency

Computer skills

Leadership

Multitasking

Independent work

Education

Grade 12

Tools

Dayforce payroll system

Job description

Come join us and help make a difference in the lives of older adults! As employees at a Verve Senior Living Retirement Residence, our primary goal is to help each person, have a great day, every day! Our employees thrive on collaboration and have a passion for excellence, achieving multiple awards including the Order of Excellence in Quality, from Excellence Canada. As part of our team, the things you do are key to helping us achieve our shared vision of helping seniors live longer, better. Oh, and you’ll also have a lot of fun doing it.

ACCOUNTABILITY OBJECTIVE

Provides administrative support for the management team including financial transactions, payroll, and employee/ resident information. Oversees/performs clerical and reception duties, as necessary, for the efficient operation of the office in accordance with the vision, values and standards of the Residence.

BACKGROUND/QUALIFICATIONS

• Has completed a minimum of grade 12.
• Has 2 years of experience in business administration.
• Written and verbal fluency in English is required.
• Has proficient computer skills (i.e. Word and Excel).
• Experience with Dayforce system is an asset.
• Has demonstrated excellent leadership skills, multi-tasking skills and the ability to work well independently.
• Preference is given to individuals with 2 years of experience working with seniors in a similar setting.
• Has experience working within a union setting.
• A resident-oriented individual, whose visions and values align with those of the Residence.

KEY RESPONSIBILITIES

• Participates in the Verve Quality Improvement (VQI) program.
• Supervises reception staff.
• Recruits, interviews and selects candidates.
• Serves as a leader and helps develop employees to ensure an adequate level of service and job standard are achieved.
• Conducts annual performance appraisals and addresses performance issues for the receptionist/ administrative assistants and bookkeeper (if applicable).
• Develops/updates job routines for receptionists/administrative staff and/or bookkeeper.
• Create and maintain up-to-date employee records in the system for all employees. (i.e. the tracking of wage increases per wage grid, sick time, statutory holidays, vacation time and benefits).
• Review timesheet entries on a bi-weekly and processes payroll to ensure accuracy and completeness.
• Provide training to new managers on reviewing and editing the Dayforce timesheets for payroll.
• Responds to inquiries related to payroll, employment standards and benefits as per provincial legislation/ collective agreement.
• Communicates with the Marketing department to ensure a smooth move-in for all residents, which includes welcome packages, resident orientation, allocation of keys, etc. (if applicable). In absence of Marketing staff ensures appointments are booked and tours are given.
• Responsible for communications and public relations with residents, family members, staff and general public.
• Creates and distributes the daily resident census.
• Maintains necessary contact lists (i.e. residents, emergency, family members, etc).
• Establishes, maintains and updates residents’ files.
• Maintains systems for tracking guest meals, revenue from services, added services and special event revenue.
• Processes all ancillary charges billed to the residents.
• Processes various types of payments received such as cheques, cash, e-transfers and debit/credit cards.
• Keeps track of annual rent and care increases making sure provincial requirements are met.
• Reviews resident’s monthly statements for accuracy.
• Coordinates with the General Manager and Corporate Office AR Team for any billing issues.
• Generates and reviews Year End reports such as Annual Statements for tax purposes.
• Processes resident refunds on a timely manner.
• Processes incoming and outgoing mail. Ensures that all office equipment is functioning and if not initiates a corrective action. Takes meeting minutes (as appropriate).
• Reviews and processes invoices through the automated Invoicing and Approval system.
• Responsible for Payment requisitions, resident refunds and other routine payable invoices.
• Manages, tracks and balances petty cash transactions.
• Responds to all AP related inquires, including providing supplier information for new suppliers and updating current suppliers.
• Performs other duties as assigned by the Office Manger or delegate.
• Complies with all corporate policies and procedures.
• Completes all required mandatory training/education.
• Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System/Globally Harmonized System. This includes recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the applicable legislation, as well as participating in in-services and fire drills. Participates in the ongoing Fire Prevention, and Pest Control programs and any other programs as required.

All offers of employment are subject to a Criminal Background Check. We thank all those who apply; however only candidates under consideration will be contacted.

Verve Senior Living is an inclusive, equitable and accessible workplace. We are dedicated to building a team that reflects the diversity of the residents and communities in which we live and serve. If you require accommodation for any portion of the recruitment and hiring process, please let us know.