Operations Coordinator

3 weeks ago

Toronto, Canada V!VA Retirement Communities Full time

**A fantastic opportunity to make a difference in the retirement community**:

- **Join a supportive team of driven, hardworking, and passionate individuals**:

- **Enjoy a highly competitive salary and great company culture**

**You.**
You have a passion to raise the bar in the retirement industry. You are an energetic and motivated person who is friendly, organized, can multi-task and willing to provide the highest standards of performance and customer service. You will have experience in an office setting with skills and knowledge in the areas of administration, communications and customer service. You are committed to providing high quality work, collaboration, learning and personal growth. If creativity, innovation, and making a difference in people’s lives is important to you, then we are eager to hear from you.

**Us.**
What do you get when a team of experienced industry professionals combine their passion and decide it is time to raise the bar in the retirement living industry? You get VVA Retirement Communities. At VVA, we aren’t about grand statements or lofty ideals. We are a group of Canadians committed to bringing the right mix of people together to inspire each other and deliver the highest standards of customer service and performance in the retirement industry. At VVA we put people first. We are looking for just the right person who shares VVA’s mission - _Making Today Great_

**The Career.**

Reporting to the Vice President, Community Experience, the Operations Coordinator plays a key role in the efficient and effective running of the Home Office Operations Team with responsibilities that include but are not limited to the tracking, reconciliation, updating and maintenance of Community operational policies and customer-facing document(s); creating systems and processes for organizing the Operations department and Community’s data, documents and ways of work; coordinate information and compliance with/ for industry partners and service providers (RHRA, ORCA, and others); and create, coordinate and report on department key performance indicators.

In addition to the above, administrative duties include but are not limited to source, create and/or coordinate department events, trainings, conferences, and meetings; work closely with stakeholders to coordinate/administer Operations Team and Team Member meetings; coordinate the Vice President’s visits, travel, calendar and expense reports.

**Key Responsibilities**:
**Operations**
- Maintain an up-to-date database tracking the review/updating of all VVA’s operations policies in PlayRight Handbooks or designated as independent.
- Monitor updates/releases by the RHRA and/or ORCA of policies and/or programs that requires Operations to review/update VVA’s policies, procedures and/or programs.
- Prepare updates to those policies, procedures and/or programs based on the updated information provided for review/approval by an Operations Team manager; consult with Operations managers where new content is required.
- With input from the Communities and Operations Team managers, coordinate the review and prepare the updates to customer-facing documents including but not limited to: Residency/Lease Agreement and Schedules, Information Booklet, Care Home Information Package (CHIP) and Living Here Handbook.
- Coordinate the updating and release/launch of these documents by preparing and tracking communications to/for the Communities.
- Continuously look for ways to improve processes of communication, information sharing and database management for the Operations team and Communities
- Research areas that directly impacts operational policies and procedures including updates in legislation, changes to industry regulations and standards.
- Work with the Regional Community Experience Manager to create documents and tools to support the implementation of a Community quality assurance program, and maintain content, tracking and implementation for these documents and tools thereafter.
- coordinate and oversee the integration of documents appropriate for automation (PARFs, Comp Change Forms, etc.)
- Liaise with ORCA, RHRA, Dunk & Associates, ICAA, and other organizations that provide support, services, membership or licensing to VVA as it pertains to new or renewed memberships, registration for events/meetings, etc., content reviews, content updates.
- Oversee the accuracy and maintenance of the Team Member Training Matrix including but not limited to coordinating regular reviews of designated training, audits of the Matrix with service providers, additions/deletions to listed training.
- Oversee the maintenance of the Community Team Member and Manager Job Orientation Checklists and Training Matrix by managing the following:

- Working under the guidance of an Operations leader(s), maintain the Community Job Checklists by reviewing for accuracy of content, updating the Checklists as requested and ensuring availability to Community managers for

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