Administrative Assistant

3 weeks ago

Port Alberni, Canada Timberline Seniors Community Full time

VRS Communities Society is looking for an **Administrative Assistant **to join our team at our newest site in Port Alberni, Timberline Seniors Community. If you’re looking for a position with great working hours and work-life balance, then this may be the position for you Continue reading below for more information. We look forward to working with you Expected start date is July 1, 2024.

**JOB SUMMARY**:
The Administrative (Admin) Assistant will work under the direction of the General Manager. The Administrative Assistant will perform confidential clerical and administrative duties for the General Manager; to assist in the management of the site and to provide support to the residents, their families, and staff.

**KEY DUTIES AND RESPONSIBILITIES**:
1. Performs confidential accounting functions:

- Responsible for preparing Accounts Payable and Accounts Receivable.
- Coding invoices, tracking payables, and managing cash flow.
- Prepares Rent roll and weekly deposits.
- Processes and distributes resident statements including extra billings, telephone, guest meals and other service charges
- Receiving, counting, or paying out cheques and/or cash.
- Prepares security deposit refunds for reimbursement.
- Maintains all administration records, costs, supplies, storage, and ensures payments are authorized by GM or department head.
- Submits accounting details to Junior Accountant at Head office within monthly accounting cycle and as needed.

2. Prepares and processes confidential payroll:

- Using computerized payroll system, Quadrant Workforce, as required.
- Manages schedule, submission of hours, wages, new employees, terminated employees
- Verifying timesheets and/or timeclock data.
- Submits Employee paperwork to Benefits and Payroll Administrators at Head office within pay period cycle and as needed.

3. Recording, sorting, filing, and retrieving confidential information:

- Making routine entries in files, books, or on forms.
- Keeping tallies or lists.
- Sorting, filing, or retrieving information (in an existing filing system).
- Searching for missing files, forms, orders, etc.4.Prepares confidential written reports.

4. Reviews forms, reports, and correspondence for completeness and accuracy.

5. Checks the work done by other to ensure procedures and/or instructions have been followed.

6. Processes requests and receptionist duties:
7. Receiving and reviewing incoming correspondence, telephone calls, or other requests from residents, their families, professional community, suppliers, etc.
- Preparing responses to inquiries.
- Responding to telephone inquiries.
- Responding to emergency calls.
- Greeting visitors.

8. Manages staff:

- Trains, schedules, evaluates, and disciplines reception staff.
- Responsible for ensuring full coverage at the front desk.
- Creates schedules.

9. Utilizes various computer programs including Microsoft Office, Quadrant, and Workforce.

10. Operates and ensures office machines (ex: copiers and fax machines) are working and well maintained.

11. Maintains and orders office supplies.

**QUALIFICATIONS**:

- Must be skilled at problem-solving, including being able to identify issues and resolve them in a timely manner.
- Must possess strong interpersonal skills.
- Must be able to prioritize and plan work activities to use time efficiently.
- Must be organized, accurate, thorough, and able to monitor work for quality
- Must be dependable, able to follow instructions, respond to management direction, and must be able to provide performance through management feedback.
- Must have the ability to establish and maintain good interpersonal relations by displaying tact, courtesy and patience with applicants, clients, and staff.
- Must understand and perform accounting, administrative, payroll, reception duties, and related procedures.

**EDUCATION/TRAINING**:

- High school graduation or equivalent.
- Knowledge and proficiency of MS Office (i.e. PowerPoint, Excel, Outlook, and Teams)
- Experience using Quadrant Workforce and Quadrant Financials is an asset.
- Ability to type 50+ words per minute.

**EXPERIENCE**:

- At least five years of clerical and/or office experience.
- At least five years of accounting and payroll experience.
- Previous supervisory experience is an asset.

**PERSONAL**:

- Must be able to speak English fluently and communicate effectively both verbally and in the composition of written materials.
- Must pass a Criminal Record Check.

**WORKING CONDITIONS**:

- This position works in an office environment during regular business hours. The employee must have a reliable means of transportation to the site and is required to work 40 hours weekly.

**Job Types**: Full-time, Permanent

Pay: $25.00-$27.00 per hour

Flexible Language Requirement:

- French not required

**Education**:

- Secondary School (required)

**Experience**:

- clerical/office: 5 years (required)
- accounting/payroll: 5 years (required)
- supervisory: 1 year (preferred)

Work Location: In pe

  • Administrative Assistant

    1 week ago

    Port Alberni, Canada Alberni-Clayoquot Regional District Full time

    **Administrative Assistant**: **(Permanent Part-Time)** **(3 days/week - 0.6 FTE)** A copy of the job description and qualifications for this position can be viewed on the Regional District’s website at This is a CUPE Local 118 position. Qualified applicants are invited to forward their resume by **4:30 pm on Friday, April 28, 2023** to: Wendy Thomson,...

  • Administrative Assistant/bookkeeper

    2 months ago

    Port Alberni, Canada Phillips & Company Full time

    We are a busy accounting firm seeking an Administrative Assistant/Bookkeeper. You will have direct contact with clients, so you must have a professional demeanor and excellent written and verbal communication skills. We are looking for a team player to provide clerical support, filing, collate tax returns and other administrative tasks as required....

  • Reconciliation Administrative Assistant

    3 weeks ago

    Port Alberni, Canada cermaq Full time

    Cermaq is a world leading salmon farming company. We have a team of more than 3500 employees across Chile, Canada and Norway. A team committed and proud to grow superior seafood for a global market. At Cermaq, you become part of a meaningful, developing, and diverse workplace. We offer a wide range of job opportunities where you will be able to grow and...

  • Office Administrative Assistant

    1 day ago

    Port Alberni, Canada Royal LePage Pacific Rim Realty Full time

    BUSY Real Estate Office Seeks Director of First Impressions. Must be extremely organized, possess good people skills, pleasant phone manner, extremely computer literate and have a car. Duties include: answering phones, calling, filing, data entry, database management, marketing, and scheduling. **Job Types**: Full-time, Permanent **Salary**: $20.00-$22.00...

  • Office Administrator

    2 weeks ago

    Port Alberni, Canada Hospitality Inn Hotel Full time

    **JOB REQUIREMENTS**: **Education**: - Secondary (high) school graduation certificate **Experience**: - 7 months to less than 1 year **Tasks**: - Review, evaluate and implement new administrative procedures - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out administrative activities of establishment -...

  • Executive Assistant

    5 days ago

    Port Alberni, Canada City of Port Alberni Full time

    **City of Port Alberni**: **Executive Assistant**: - The City of Port Alberni is a community of over 19,000 people. Located centrally on Vancouver _Island, we are a well-serviced and growing municipality that offers residents affordable west _coast living, as well as proximity to oceans, lakes, rivers and mountains._ The City of Port Alberni is currently...

  • Team Assistant

    1 month ago

    Port Alberni, Canada Nuu-chah-nulth Tribal Council Full time

    **The Nuu-chah-nulth Tribal Council (NTC) Usma Family and Child Services is seeking a reliable, highly motivated Team Assistant to fill a permanent, full-time position. This position performs a variety of complex administrative duties for a Team of Social Workers utilizing MIS and ICM - two complex government systems. Based out of the Usma office in Port...

  • office administrator

    4 weeks ago

    Port Alberni, Canada Hospitality Inn Hotel Full time

    Education: Secondary (high) school graduation certificateExperience: 7 months to less than 1 yearTasksReview and evaluate new administrative procedures Establish work priorities and ensure procedures are followed and deadlines are metCarry out administrative activities of establishmentAdminister policies and procedures related to the release of records in...

  • Executive Assistant

    1 week ago

    Port Alberni, Canada School District 70 Pacific Rim Full time

    **Executive **Assistant** **Summary** Reporting to the Assistant Superintendent, the Executive Assistant acts as a Corporate Secretary for the School District and provides executive level administrative and clerical services for the Assistant Superintendent, SecretaryTreasurer, and Manager of Human Resources. **Duties** - Under the direction of the...

  • office administrator

    4 weeks ago

    Port Alberni, Canada Hospitality Inn Hotel Full time

    Education: Expérience: EducationSecondary (high) school graduation certificateTasksReview and evaluate new administrative procedures Establish work priorities and ensure procedures are followed and deadlines are metCarry out administrative activities of establishmentAdminister policies and procedures related to the release of records in processing requests...

  • office administrator

    1 week ago

    Port Alberni, Canada Hospitality Inn Hotel Full time

    Education: Expérience: EducationSecondary (high) school graduation certificateTasksReview and evaluate new administrative procedures Establish work priorities and ensure procedures are followed and deadlines are metCarry out administrative activities of establishmentAdminister policies and procedures related to the release of records in processing requests...

  • Sales Administration

    2 weeks ago

    Port Alberni, Canada Port Boat House Full time

    Port Boat House is an industry leading dealership for Yamaha Outboards, ATVs, SxS’s, Ranger/Cutwater Boats, G3 Boats and North River Boats. We have been in business for over 40 years and are continually growing. We are looking to add a Sales Administrator to our Port Alberni team. The Sales Administrator is honest and team oriented. While no marine...

  • Administrative Co-ordinator

    2 months ago

    Port Alberni, Canada SAN INDUSTRIES LTD. Full time

    **JOB REQUIREMENTS**: **Education**: - Secondary (high) school graduation certificate **Experience**: - 1 to less than 7 months **Tasks**: - Review, evaluate and implement new administrative procedures - Establish work priorities and ensure procedures are followed and deadlines are met - Carry out administrative activities of establishment - Administer...

  • Administrator Clerk

    3 days ago

    Port Alberni, Canada San Group Full time

    **EXPECTED CONTRIBUTIONS** - Be the main point of contact for individuals coming to the office - Answer phone calls - Liaison between front office and warehouse - Assist with daily invoicing of orders & receiving of purchase orders - Assist with inventory control - Daily filing, photocopying, and scanning of documents - Assist with cross-checking sales order...

  • Executive Assistant

    2 weeks ago

    Port Alberni, Canada Nuu-chah-nulth Tribal Council Full time

    **The Nuu-chah-nulth Tribal Council (NTC) is looking for a professional, detailed-oriented Executive Assistant to support the NTC Executive Director, Human Resource Manager and Executive leadership team by carrying out a variety of important, confidential, and complex administrative support functions. This is a permanent full-time position based out of Port...

  • Program Delivery Assistant

    2 months ago

    Port Alberni, Canada Nuu-chah-nulth Tribal Council Full time

    **The Nuu-chah-nulth Tribal Council’s Usma Family & Child Services (Usma)** **is seeking a full-time Program Delivery Assistant. Based out of the Port Alberni office, the Program Delivery Assistant provides operational and administrative assistance to the program leader, performs a variety of administrative, coordination and logístical services in support...

  • Program Delivery Assistant

    5 days ago

    Port Alberni, Canada Nuu-chah-nulth Tribal Council Full time

    **The Nuu-chah-nulth Tribal Council’s Education, Training & Social Development (ETSD)**, **is seeking a full-time Program Delivery Assistant in the Education, Training & Social Development Department. Based out of the Port Alberni office, the Program Delivery Assistant provides operational and administrative assistance to the program leader, performs a...

  • Pharmacy Assistant

    3 weeks ago

    Port Alberni, Canada Walmart Canada Full time

    **Position Summary... **:The Pharmacy Assistant assists the Pharmacist in the technical aspects of prescription filling and administrative duties in order to increase the Pharmacist's opportunity to provide patient care. The Pharmacy Assistant is expected to participate in all aspects of Pharmacy Operations required of a team player. They are a key member in...

  • Pharmacy Assistant

    1 week ago

    Port Alberni, British Columbia, Canada Walmart Canada Full time

    Position Summary...The Pharmacy Assistant assists the Pharmacist in the technical aspects of prescription filling and administrative duties in order to increase the Pharmacist's opportunity to provide patient care. The Pharmacy Assistant is expected to participate in all aspects of Pharmacy Operations required of a team player. They are a key member in the...

  • Pharmacy Assistant

    3 weeks ago

    Port Alberni, British Columbia, Canada Walmart Canada Full time

    Position Summary...The Pharmacy Assistant assists the Pharmacist in the technical aspects of prescription filling and administrative duties in order to increase the Pharmacist's opportunity to provide patient care. The Pharmacy Assistant is expected to participate in all aspects of Pharmacy Operations required of a team player. They are a key member in the...