Administrative Coordinator

3 weeks ago

Toronto, Ontario, Canada Verve Senior Living Full time
Job Summary

We are seeking a highly skilled and experienced Administrative Coordinator to join our team at Verve Senior Living. The successful candidate will be responsible for providing administrative support to our management team, ensuring the efficient operation of our office, and maintaining accurate records.

Key Responsibilities
  • Participate in the Verve Quality Improvement (VQI) program and contribute to its success.
  • Establish and maintain residents' files, including enrollment in DCare, and set up miscellaneous charges and cash receipts.
  • Perform reception duties as required, including receiving and recording regular weekly payments and making deposits.
  • Maintain rental matrices, update resident information for tax purposes, and prepare monthly resident statements.
  • Deposit rental and miscellaneous cash and cheques, submit deposits to the corporate office, and promote resident direct deposit.
  • Prepare and maintain rent increases, calculate rent increases for each resident, and ensure three-month notice is maintained.
  • Ensure residents receive yearly interest cheques on their security deposits, submit requests for reimbursement of resident refunds, and respond to questions from residents and families.
  • Review outstanding aged trial balances, follow up on delinquent accounts, and inform the general manager of any questionable accounts and those over 30 days.
  • Hire, orientate, schedule, supervise, conduct performance reviews, and discipline reception staff.
  • Define duties, organize workload, and develop routines to ensure adequate coverage for day-to-day reception.
  • Chair administration staff meetings, prepare and distribute minutes, and organize in-services as required.
  • Participate in the weekend duty manager rotation, maintain current employee personnel files, and forward employee information to payroll as required.
  • Input and submit bi-weekly payroll summary sheets, review bi-weekly payroll registers, and receive and distribute employee pay stubs.
  • Deal with employee issues regarding incorrect earnings and deductions, enroll employees in benefits and pension plans, and verify employee benefits enrollment.
  • Submit all accounting information by accounting deadlines, include final month-end invoices and Compucare receivable packages in courier sent out on the first working day of the month, and fax all accruals, inventories, and food transfer sheets to the corporate office by the third working day of the month.
  • Relate any changes in accounting policies to department managers, follow up to ensure changes are being followed correctly, and assist the general manager in the interpretation of financial statements.
  • Prepare financial analysis when required by managers, assist in the preparation of budgets, and maintain and reconcile petty cash.
  • Supervise the ordering of office supplies within budgetary guidelines, approve, code, and forward invoices relating to the administrative area, and ensure that all office equipment is working correctly.
  • Type, photocopy, and fax confidential correspondence, perform reception duties as required, and promote and maintain positive communication and relationships among staff, residents, families, and the public.
  • Participate in committee meetings as required, comply with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System, and complete all required mandatory training/education.
Requirements
  • Graduate of a post-secondary education program in accounting.
  • 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.
  • Ability to work independently.

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