Administrative Coordinator

Reporting to the Community Manager, the Administrative Coordinator is responsible for providing leadership and direction for the daily activities of the administrative team, and assist community management in administrative and clerical support for organizational activities needed to support the community, to achieve the standards established by Silvera.

Provide leadership and support to the administrative staff including recruitment, onboarding, new hire set up in payroll, training, performance reviews, and career development.

Complete payroll data entry for administrative staff and approve payroll and time off requests, including time off requests for all other departments as approved by manager.

Oversee the implementation and compliance with Accounting for Residents procedure and established by Silvera (policy 7.60).

Support community management in ensuring all Supportive Living Accommodation Licensing Act standards are adhered to.

Assist community management in the Outbreak Response Program by ensuring compliance with Silvera's Outbreak Guidelines and Alberta Health Services outbreak protocols.

Lead and promote the Health and Safety Program and attends other committees as requested.

Prepares reports, information packages, mail outs, and other projects required by the community.

Ensure all inventory controls, standardized records, and reports are completed.

Identify ongoing training needs of administrative staff and work with Learning and Development to coordinate orientation and training initiatives related to safety, equipment use, and service to each community.

Track and maintain community financial assets, order supplies, and process/distribute invoices to appropriate departments to code and process.

Manage office budget including petty cash.

With the Community Manager, prepare supporting material for distribution, letters, memos, and any correspondence required by Silvera to ensure timely distribution.

Review and triage community incident reports.

Complete the process and procedures as set out in Silvera's move-in, move-out process documents.

Ensure minutes of community meetings are prepared for review by the Community Manager.

Provide tours to visitors and potential residents.

Coordinate resident orientation and Welcome Bag delivery.

Complete resident orientation checklist relevant to department.

Enter maintenance requests or repairs into Info Tracker.

Organize and schedule meetings and appointment, this may include set up of the room and resources.

Coordinate with IT department on office equipment procurement and repaids.

Arranges to fill positions for staffing coverage when short staffed.

Other tasks as assigned.

Minimum of 3 years' administrative experience.

Diploma or certificate in administration, or a combination of experience and education will be considered.

Intermediate to Advanced proficiency with Microsoft Office products (Excel, Outlook, and PowerPoint).

Previous supervisory experience is preferred.

Experience in housing or property management is considered an asset.

Experience with budgets and basic accounting is considered an asset.

Consistently maintains a calm and professional manner.

Strong organization with attention to details and time management.

Strong communication skills - oral, written, and presentation.

Exemplary customer service skills including effectively dealing with the public is essential.

Must be able to act decisively and exercise a high degree of initiative, discretionary judgement, and diplomacy on a wide range of issues, especially with dealing with time-sensitive and confidential matters.

Full-time

Hours of Work

Monday to Friday, 7:30am - 4:00pm. Shift may be altered to allow for weekend and evening coverage as operationally required.

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