Business Office Manager

4 months ago

Toronto, Canada COPERNICUS LODGE Full time

**Job description**

Copernicus Lodge is a not-for-profit, charitable and ethno-specific organization made possible through the efforts of the Polish Canadian community and the vision of Father Michael Smith, OMI. Located in the heart of the Roncesvalles community in the heart of west-end Toronto, we provide a continuum of care in a predominantly Polish, Roman Catholic environment to meet the changing needs of our seniors. The Lodge is comprised of an Adult Day Program, 200 independent, affordable self-care apartments with a Supportive Housing program, and a 228 bed Long Term Care home.

**Position Summary**

Copernicus Lodge is currently seeking a dedicated and experienced Business Office Manager to join our team. The Business Office Manager plays a crucial role in ensuring the smooth operation of administrative and financial functions within our organization. This position requires a dynamic individual who is detail oriented, organized, person centered and is able to effectively manage multiple responsibilities in a fast-paced environment.

**Key responsibilities include, but are not limited to**:

- Managing and monitoring administration expenses, assists in the explanation of monthly variances and with the Administrator and Finance Manager to identify and implement corrective action plans.
- Maintain petty cash system with accurate recording of cash distributed and receipts/signed vouchers for each transaction.
- Maintaining and reconciling Trust Accounts for residents, reconciling monthly and proving monthly statements.
- Entering and updating all accommodation rates, miscellaneous monthly billing charges as applicable.
- Managing concierge/reception team members and assign applicable duties.
- Assist with new residents and their families with admission contracts and leases.
- Track and follow up with outstanding accounts receivable.
- Responsible for maintaining all Office and Corporate Filing.
- Prepare and submit weekly Occupancy Reports and other reporting as required.
- Responsible for preparing and processing Bank Deposits - must travel to the bank.
- Receive all incoming Mail / Post Office and courier duties.
- Prepare and place office supply orders.
- Order, store and track technology equipment for the organization. (Computers, Cell phones, etc)
- Process ROEs as a backup.
- Maintain accounts receivable and accounts payable.
- Preform Audits/Charts/Trust monthly or more often as required.
- Prepare and send out annual Tax Letters.
- Maintain ERRISA.
- OCHAP Billing and reporting
- Support meal tickets with reconciling sales, billing and deposits.
- Assist in the maintenance of accurate Health Card records.
- Completes Government Reporting. (French Language Survey, Public Sector Salary Disclosure, AODA-Accessibility for Ontarians with Disabilities Act, OCHAP reporting monthly).
- Assists Finance Team with month end processes, preparation of financial reports, budgets, forecasts.
- Supports board liaison activities, committee meetings, minutes, record keeping, board package preparation, distribution of materials, ensuring meeting requirements and logístical support as requested.
- Payroll Administration Back-up.
- Assist with Foundation Accounting tasks
- Performs other duties as assigned.

The successful applicant will possess the following qualifications:

- Successful completion of a recognized Business Administration or Accounting Program AND two to three years of business administration and accounting experience.
- Experience in Long Term Care and Healthcare is preferred.
- Excellent technology skills including intermediate level experience with Microsoft Office, Excel and Power Point.
- Must be able to work with mínimal supervision and take initiative.
- Able to maintain filing systems and basic databases.
- Excellent analytical and problem-solving skills.
- Meticulous records maintenance skills.
- Superior telephone manners and customer service skills.
- Strong written and verbal skills to communicate with all levels of the organization and its executive team.
- Must understand or be willing to learn about the _Fixing Long Term Care Homes Act_ and Regulations.
- Thrive in a busy, collaborative, and caring environment.
- Flexibility, resilience and adaptability to changing needs and demands of the program and organization.
- Must have strong communication, leadership, organizational and interpersonal skills.

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

**Benefits**:

- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- RRSP match

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Ability to commute/relocate:

- Toronto, ON M6R 3A7: reliably commute or plan to relocate before starting work (preferred)

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Accounting: 2 years (required)
- business administration: 2 years (preferred)

Work Location: In person

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