Office Manager

1 week ago

Stittsville, Ontario, Canada Wildpine Residence Full time

Scope of Position:


The Office Manager is responsible for all aspects of office routines and clerical duties for residents and employees in the Home.


Key Responsibilities:

Leadership:

  • Oversees and coordinates reception staff.
  • Participates as a member of the Home's leadership team and provides support to the other members of the team.
  • Motivates staff and leads by example.
  • Participates in the hiring, onboarding, and training of all reception staff.

Resident Relations:

  • Provides initial facetoface and telephone contact with visitors. Provide direction to visitors and callers;
  • Provides support in public relations, staff relations and resident care aspects of the operation of the Home.

Budget and Financial:

  • Maintains a complete set of accounting records in the Home.
  • Prepares all resident billings.
  • Handles all queries concerning billings and payments from residents and/or their families.
  • Performs payroll duties in accounting software.
  • Enters all invoices, sales receipts and other accounts payable in accounting software.
  • Maintains employee records of hours worked, days absent, vacation, statutory holidays, and sick time.
  • Prepares all bank deposits.
Marketing and Occupancy

  • Welcomes and orients new residents, family and guests.
  • Responds to inquiries from potential residents, family members and guests (as required).
  • Provides tours and site visits to prospective residents (as required).

Operational and Administrative Systems:

  • Maintains daily records.
  • Maintains confidentiality of all financial personnel and resident data.
  • Provides full support as required for the General Manager.
  • Answers telephone for administrative inquiries.
  • Sorts incoming mail daily for distribution to residents and all departments. Manages outgoing mail.
  • Types correspondence including confidential material; Composes correspondence that does not require General Manager's attention.
  • Organizes workflow through administrative office.
  • Coordinates meetings and schedules appointments as required.
  • Completes routine forms as required or directed.
  • Effectively maintains inventory of office supplies.
  • Undertakes all other responsibilities as assigned by the General Manager.

Qualifications:

Education/Experience:

  • Successful completion of a financial management or bookkeeping diploma or certificate (asset);
  • Minimum of 2 years of related experience.

Skills and Abilities:

  • Previous experience in the accounting/bookkeeping field;
  • Empathy for and understanding of the needs of the elderly and/or disabled;
  • Ability to relate to all levels of staff, the residents and their families, and other professionals with a high degree of patience and tolerance;
  • Good communication skills; both oral and written. Demonstrated public relations skills.
  • Initiative, good judgment and supervisory abilities;
  • Must be mature and possess the ability to exercise tact and diplomacy in dealing with residents, staff and visitors;
  • Good computer skills including Microsoft Word and Excel.

Pay:
$40,000.00 per year

Benefits:

  • Dental care
  • Extended health care

Schedule:

  • Monday to Friday

Education:

  • Secondary School (preferred)

Language:

  • English (preferred)

Work Location:
In person

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