Office Manager

6 months ago

Stittsville, 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 co-ordinates 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 face-to-face 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.
- Co-ordinates 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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