Office Manager/Site Lead Assistant [Maternity Leave Coverage]

Park Place Seniors Living; Nanaimo; On-site; CAD 48,000 - 62,000; Full time

Job summary

Park Place Seniors Living is seeking an Office Manager/Site Lead for maternity leave coverage at our Nanaimo, BC home. You will oversee front desk operations, support daily administrative tasks, and assist with resident move-ins and events.

The role requires high energy, attention to detail, and excellent communication with residents, families, and staff. This contract position runs December 2026 through January 2028.

Qualifications

• Post-Secondary Diploma or Certificate in financial management, bookkeeping or related field.
• Accounting or bookkeeping experience required.
• Strong organizational skills with exceptional attention to detail.
• Professional and friendly communication.
• Ability to manage multiple priorities with discretion and confidentiality.
• Experience with Microsoft Office and comfort with learning new systems.
• A genuine passion for supporting seniors, families, and care teams.

Responsibilities

• Oversee front desk operations, providing leadership and direction to administrative staff.
• Greet and welcome Residents, Families, Visitors, and Contractors with professionalism and care.
• Answer and direct phone calls, emails, and inquiries in a timely manner.
• Manage incoming and outgoing mail and courier services.
• Collaborate across departments to ensure smooth daily operations.
• Support the Site Leader with day-to-day administrative and financial operations.
• Ensure prompt, professional resolution of resident and family inquiries or concerns.
• Maintain accurate records, files, and reports (Resident, Staff, and operational data).
• Prepare correspondence, meeting minutes, and internal communications.
• Order office supplies and coordinate equipment servicing as needed.
• Assist with Resident move-ins and move-outs, including documentation and data entry.
• Support special events, meetings, and site initiatives.
• Act as a helpful resource for Residents and Families, ensuring a positive experience.

Skills

Organizational skills

Professional communication

Prioritization

Confidentiality

MS Office proficiency

Willingness to learn new systems

Passion for seniors care

Education

Post-Secondary Diploma or Certificate in financial management or bookkeeping

Tools

Microsoft Office

Job description

Office Manager/Site Lead Assistant [Maternity Leave Coverage]

Nanaimo, BC, Canada

Contact- Full-Time

Wexford Creek Seniors Community of Park Place Seniors Living is looking for a contract Office manager to join our team at our Nanaimo, BC long term care Home (December 2026- January 2028). This person will work to support the daily operations of the Home.

The ideal candidate is a high-energy individual with excellent organizational skills, a strong attention to detail and the ability to communicate effectively in both written and verbal communications.

Wexford Creek Seniors Community is proudly part of Park Place Seniors Living, a leading provider of seniors care communities across Western Canada and Ontario. We are committed to creating a safe, welcoming, and supportive environment where Residents and Staff can thrive.

Be the welcoming heart of our care community!

What You’ll Do:

Reception and Communication:

• Oversee front desk operations, providing leadership and direction to administrative staff
• Greet and welcome Residents, Families, Visitors, and Contractors with professionalism and care
• Answer and direct phone calls, emails, and inquiries in a timely manner
• Manage incoming and outgoing mail and courier services
• Collaborate across departments to ensure smooth daily operations

Administrative and Operational Support:

• Support the Site Leader with day-to-day administrative and financial operations
• Ensure prompt, professional resolution of resident and family inquiries or concerns
• Maintain accurate records, files, and reports (Resident, Staff, and operational data)
• Prepare correspondence, meeting minutes, and internal communications
• Order office supplies and coordinate equipment servicing as needed

Resident and Family Support:

• Assist with Resident move-ins and move-outs, including documentation and data entry
• Support special events, meetings, and site initiatives
• Act as a helpful resource for Residents and Families, ensuring a positive experience

Financial and Systems Support:

• Maintain financial transactions such as petty cash and trust accounts
• Manage Accounts Receivable, Invoicing, and Vendor Relations
• Manage financial processes, including billing, and deposits
• Use internal systems to maintain accurate information and reports
• Manage and safeguard confidential records for residents, employees, and financial operations

What you Bring:

• Post-Secondary Diploma or Certificate in financial management, bookkeeping or related field (health care or seniors living an asset
• Accounting, or bookkeeping experience required
• Strong organizational skills with exceptional attention to detail
• Professional andfriendly communication
• Ability to manage multiple priorities with discretion and confidentiality
• Experience with Microsoft Office and comfort with learning new systems
• A genuine passion for supporting seniors, families, and care teams

Additional Requirements

• Ability to handle physical demands such as walking, standing, and occasional lifting
• Able to manage tight deadlines and multitasking
• Comfort using other digital platform systems and tools to support daily work
• Clear Criminal Background Check

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Open until Filled