OFFICE MANAGER & COMMUNITY OUTREACH

Oxford Manor Retirement; Canada; Hybrid; CAD 45,000 - 55,000; Full time

Benefits offered by this job

Competitive wages

Bonus opportunities

Employee benefits

RRSP matching

Employee and Family Assistance Program

Job summary

Oxford Manor Retirement is seeking an Office Manager & Community Outreach professional to support reception, payroll, HR, and administrative tasks in our Canada-based residence. You will coordinate payroll processing, prepare reports, maintain resident and associate files, and help grow occupancy through community relationships.

The role emphasizes excellent communication, leadership in a team, compliance with local acts, and a compassionate approach to senior care.

Qualifications

• Excellent communication skills, both verbal and written.
• Proficient in Google Suites and Microsoft Office.
• Experience dealing with seniors (2–5 years).
• Knowledge of payroll processing and HR support.
• Confidentiality of financial and resident information.

Responsibilities

• Administrative/Reception duties including greeting visitors and answering calls.
• Assist with payroll processing under the General Manager.
• Process new associates through payroll and benefits systems.
• Prepare financial, Resident, and associate reports as requested.
• Maintain accurate Resident and associate files.
• Manage Resident move-ins, discharges, and absences using forms.
• Prepare rental paperwork and maintain records.
• Maintain knowledge of Residency Agreement, Information Package, and Handbook.
• Escort and coordinate with residents and families with professionalism.
• Develop marketing plans and community outreach to support occupancy.
• Build relationships with local healthcare providers and senior groups.
• Monitor market activity and outreach budgets.

Skills

Communication

Google Suites

Microsoft Office

Senior care experience

Conflict management

Driver's license

Tools

Payroll systems

Financial reporting

Job description

5 days ago Requisition ID: 1488

Salary Range: $50,000.00 To $50,000.00 Annually

"How do you bring kindness to others every day?”

Join us in our journey of kindness where compassion is our language, and kindness is our legacy. We are committed to nurturing a culture of kindness that flourishes within our team. Our valued team members are the heart of our mission and their well-being directly impacts the lives of those in our care.

The Office Manager& Community Outreach reports to the General Manager and provides courteous and efficient telephone, reception, and clerical support to all clients and assists with clerical duties in the Home, including human resources and associate files, while also supporting the home's sales efforts

Wage Rate

The starting annual salary is $50,000.

Vacancy

This is not an existing vacancy and is a new position.

Responsibilities:

Administrative/Reception

Assist with payroll processing under the direction of the General Manager.

Process new associates through payroll and benefits systems.

Prepare financial, Resident, associate, and other administrative reports as requested.

Maintain accurate and organized Resident and associate administrative files.

Process Resident move-ins, discharges, and temporary absences using the appropriate forms and systems.

Complete all required paperwork for new rentals and maintain accurate documentation.

Maintain current and in-depth knowledge of the Residency Agreement, Information Package, and Resident Handbook.

Maintain confidentiality of all financial, personnel, Resident, and business information.

Perform reception responsibilities, including welcoming guests and visitors, answering and directing telephone calls, maintaining visitor logs, and providing general administrative support.

Respond to questions and inquiries from Residents, families, visitors, and other stakeholders in a professional and timely manner.

Perform other administrative duties and tasks as assigned.

Marketing & Community Relations

Develop, promote, and implement effective marketing plans and social events that support occupancy and community awareness.

Build, maintain, and grow strategic relationships and referral partnerships within the local healthcare and broader community.

Develop a qualified lead and referral network that includes:

Public healthcare providers, including case managers, discharge planners, social workers, therapists, physicians, and other healthcare professionals.

Senior centres and community associations.

Family and community influencers.

Seniors and prospective Residents.

Referral sources such as trust companies, financial planners, bankers, lawyers, real estate professionals, clergy, and other community partners.

Plan, budget, and coordinate regular one-on-one meetings, presentations, and engagement opportunities with community influencers and seniors’ groups to educate them about the residence’s services and offerings.

Drive referrals, community traffic, and awareness through ongoing relationship development and outreach.

Seek out and negotiate appropriate community sponsorship opportunities.

Regularly monitor competitor availability, offerings, pricing, and market activity to identify opportunities and maintain market awareness.

Monitor expenditures against the approved marketing budget.

Maintain open and effective communication with prospects, families, community partners, Residents, and internal teams.

Qualifications:

Excellent communication skills, both verbal and written,

Excellent computer skills, including proficiency in Google Suites,

Experienced in dealing with seniors (2 – 5 years),

Skilled in conflict management techniques,

Is familiar with the provisions of the following legislation: Employment Standards Act, Workers’ Compensation Act, Public Health Act, Residential Tenancies Act, Retirement Homes Act, Occupational Health & Safety Act,

Proficient in Microsoft Office, financial systems and billing,

Ability to work from the heart and make others smile,

Ability to listen and respect others' points of view even if you disagree,

Clear vulnerable sector screening (w/ in last 6 months), recent TB test results (w/ in last 6 months) or Chest X-ray (w/ in last 1 yr), and two supervisory references are required

Must have a valid drivers licence.

What do we offer you?

Competitive wages and bonus opportunities

Support for personal and professional growth

Employee benefits

Employee and Family Assistance Program

Matching RRSP contribution

We appreciate all applicants' interest, only those selected for further consideration will be contacted.

As part of our recruitment process, we may use secure, limited AI tools to assist with administrative tasks such as organizing applications or analyzing role alignment. These tools are used solely to support our recruitment team. All hiring decisions are made by people.

We are committed to ensuring our hiring practices are equitable, inclusive, and privacy-conscious. Any personal information collected or processed is handled in accordance with the Personal Information Protection and Electronic Act (PIPEDA) and our internal privacy policies.

We strive to be diverse, inclusive, fair, equitable and accessible by addressing barriers and promoting dignity and respect for all. If you require accommodation at any time during the recruitment process please contact the hiring manager.