Office Manager

3 weeks ago

Ottawa, Canada Stonemont Retirement Lifestyle on the Park Full time

Under the direction of the Managing Partner & Executive Manager, functions as a part of the management team, providing on site accounting support for all managers. Performs a variety of clerical tasks and secretarial tasks when required necessary for the efficient operation of the office, including management of files, rental payments and rent increases and other bookeeping related duties.

Graduate of a post secondary education program in accounting(or equilavent experience). Three years’ relevant experience required. PC literate with understanding of information systems concepts. Working knowledge of Windows, MS Word, MS Excel. Excellent written and verbal English skills. Must be able to work independently. **Yardi software experience an asset and bilingual an asset.**
- Establishes and maintains all residents’ files including the enrollment of the residents.
- Sets up all miscellaneous charges and cash receipts, maintains recurring monthly charges and prepares monthly resident statements.
- Receives and records regular weekly payments from hairdresser, bar account, visitor and staff meal tickets and makes appropriate deposit slips.
- Maintains rental matrix updating on an ongoing basis with new residents, transfers, terminations, rental changes and recurring miscellaneous charges.
- Prepares and maintains resident information for tax purposes.
- Deposits all rental and miscellaneous cash and cheques on a regular basis and submits deposits to corporate office.
- Promotes resident direct deposit and prepares a monthly summary for corporate office. Reviews the direct deposit forms on the anniversary of the resident, and obtains a new form should it be required.
- Prepares and maintains rent increases as per policy, and calculates rent increase for each resident.
- Prepares appropriate forms regarding rent control, and ensures three month notice is maintained.
- Submits requests for reimbursement of resident refunds upon death/discharge of residents.
- Responds to questions from residents and families to resolve any questions they may have regarding their monthly billing statements.
- Reviews outstanding aged trial balance weekly, follows up on delinquent accounts and informs the Managing Partner of any questionable accounts and those over 30 days.
- Participates in the weekend duty manager rotation as applicable.
- Maintains current employee personnel files, and forwards employee information to payroll as required. Ensures the department managers accurately complete the employee information forms and submitted to corporate office by the required deadlines.
- Inputs and submits bi-weekly payroll summary sheets to corporate office for payments of wages according to union contract or employee handbook.
- Reviews bi-weekly payroll register received from corporate office to ensure employees have been set up and paid as per payroll summary sheets and employee change notices.
- Receives and distributes employee pay stubs as per policy.
- Deals with employee issues regarding incorrect earnings and deductions on a bi-weekly basis.
- Enrolls employees in the benefits and pension plans and sets up benefits in payroll.
- Verifies employee benefits enrollment against monthly report sent by corporate office.
- Responds to employee inquiries regarding benefits.
- Submits all accounting information by the accounting deadlines.
- Ensures all department managers are aware of all accounting deadlines and information is submitted in a timely manner.
- Relates any changes in accounting policies to all department managers and follows up to ensure changes are being followed correctly.
- Assists in the preparation of the budgets.
- Maintains and reconciles petty cash as required.
- Approves, codes and forwards to corporate office all invoices relating to the administrative area.
- Promotes and maintains positive communication and relationship among staff, residents, families and the public.
- Participates in committee meetings as required.
- Completes all required mandatory training/education.
- Good computer skills including proficiency in Microsoft Office with a working knowledge of Excel and Word.

Criminal Background Check and perform other duties as required

**Salary**: $60,000.00-$70,000.00 per year

**Benefits**:

- Casual dress
- Dental care
- Disability insurance
- Discounted or free food
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- Monday to Friday

**Education**:

- Secondary School (preferred)

Ability to Commute:

- Ottawa, ON K1J 7R8 (required)

Ability to Relocate:

- Ottawa, ON K1J 7R8: Relocate before starting work (required)

Work Location: In person

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