Confidential Business Assistant

**Let us welcome you home to The Evergreen Hamlets at Fleetwood in Surrey, BC**

Optima Living operates Independent Living, Assisted Living, Supportive Living, Memory Care and LTC communities in Alberta and British Columbia. Our communities are among the best places to live in Western Canada.

Our Vision: For every person to feel at home.

This is truly supported by our credo. “Let us welcome you home.” This vision for our residents is also very true for our dedicated team members. When you work with Optima Living you will feel welcomed, supported, motivated.

Reporting to the General Manager, the Confidential Business Assistant is responsible for maintaining a highly organized, efficient, and effective office by supporting the administrative services component which includes contract administration.

**Responsibilities**:

- Performs administrative functions regarding resident move ins and departures including, but not limited to, contracts, comfort funds, deposits, keys, reimbursements, collections.
- Executes administrative services to support meeting program goals, ensuring all departments receive pertinent information in a timely manner.
- Liaises between leadership and business support services on financial inquiries and issues
- Work collaboratively with other administrative personnel, including communication and interpretation of policies and procedures where applicable.
- Supports the proper maintenance of all residents and other records in accordance with policy and relevant legislation.
- Provides confidential administrative support to the leadership team as required.
- Maintains confidential electronic employee files
- Supports recruitment activities; scheduling prescreens calls, scheduling interviews, drafting offers of employment, and reporting
- Supports onboarding activities, acquiring new hire paperwork, IT requirements, and building access
- Draft a variety of internal letters
- Identifies administrative objectives and develops plans and processes to meet objectives.
- Provides administrative support to ensure our site complies with all relevant legislation and regulations including health authority reporting, WBC, privacy legislation.
- Create and distribute monthly rental/service fee statements for residents, ensuring all residents are in receipt of necessary documents
- Ensure rent collections are completed and submitted to head office in a timely fashion.
- Process bank deposits as required (rents, security deposits, etc).
- Manages the collection of all incoming invoices and acts as the point of contact for care home accounts receivable issues.
- Responsible for conducting/processing the operation of the resident’s comfort fund and petty cash
- Provides administrative support to the senior leadership team in the investigation of complaints concerning the operation of the care home.
- Responsible to provide tours of the care home in the absence of the CRC.
- Provides input to the site leadership team that contributes to building and maintaining a positive culture.
- Applies the organization’s mission, vision, and values and resident’s rights.
- All other duties as periodically assigned.

**What you need to succeed**:

- Post-secondary education or the equivalent combination of education and experience within a residential care setting considered an asset
- High level of commitment to exceptional customer service; ability to be tactful and diplomatic with residents and residents’ families.
- Proven experience in developing innovative customer service and office management initiatives.
- Consistently meeting deadlines within a fast-paced work environment and works effectively within time constraints.
- Excellent communication skills, both oral and written.
- Demonstrated initiative with the ability to work in a collaborative team-based environment.
- Exceptional organization and interpersonal skills with demonstrated success working in a team environment.
- Can negotiate skillfully in tough situations with both internal and external groups; proven ability to manage conflict.
- Outstanding attention to detail and accuracy required; strong analytical and problem-solving skills.
- Working knowledge of MS Office, including Excel, Word, and PowerPoint, is required.

**Conditions of Employment**
- Clear Police Information Check
- Clear Vulnerable Sector Check

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