Administrative Coordinator

Let us welcome you home at Royal Crescent Gardens in Maple Ridge, BC. 

Optima Living operates Independent Living, Assisted Living, Supportive Living and Memory Living 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." All of us here feel it is an honour to work with our residents and we advocate a resident-centered approach where the Resident, is the focus of all our endeavours.

Reporting to the General Manager or Administration Manager, the Administrative Coordinator handles a range of human resources, payroll, and administrative duties, ensuring consistent and timely communication of team member information to the leadership team.

Responsibilities

• Assists the hiring manager in the recruitment and onboarding processes
• Supports functional leaders with benefits eligibility, tracking probationary hours, performance reviews, wage increases and incentive programs. 
• Maintains accurate and updated personnel records.
• Ensures timely submission of employment paperwork to Payroll
• Validates team member hours, overtime, vacation, sick leave and other absences as applicable.
• Investigates pay discrepancies and ensures payroll changes are reported to Payroll
• Responds to team member inquiries regarding payroll matters.
• Provides confidential administrative support to the leadership team as applicable
• Ensures effective communication systems are in place to support the leadership team
• Supports in organizing team and leadership meetings, including preparing agendas, recording minutes, and distributing documentation as applicable
• Supports the General Manager in the incident and complaint reporting processes as applicable
• Supports the Community Relations Coordinator in providing tours of the community as applicable
• Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety Committee
• Identifies maintenance issues and reports them following established maintenance procedures.
• Responds promptly during emergency codes in alignment with organizational standards and protocols
• Contributes to quality improvement initiatives by sharing ideas and providing feedback.
• Demonstrates knowledge of and compliance with Occupational Health and Safety regulations.
• Ensures adherence to infection control policies and procedures through regular audits, observations, and investigations
• Maintains strict confidentiality of resident medical and personal information in accordance with privacy legislation
• Completes orientation upon hire and annual mandatory education as assigned
• Supports other team members through their orientation process.
• Respects and upholds the Resident Bill of Rights and the Assisted Living Rights of Residents (for BC only).
• Participates in team meetings and stays informed on relevant internal communications.
• Performs other duties as required to support operational needs.

Qualifications & Experience  

• Post-secondary education with a minimum of one (1) to three (3) years' work experience in a similar role
• Knowledge of Labour Standards/Employment Standards is an asset
• Communicates in an approachable and respectful manner with the temperament to deal tactfully and cooperatively in all interactions
• Strong written communication skills with the ability to present professional documents with clarity.
• Demonstrates the ability to effectively organize, prioritize and problem solve 
• Ability to work independently and in cooperation with others
• Ability to manage and resolve difficult and challenging situations effectively and respectfully
• Physical and mental ability to carry out the duties of the position including adherence to provincial health legislations
• Ability to safely operate equipment according to established protocols
• Computer literacy skills is required
• Flexibility to work a variety of shifts 

Conditions of Employment

• Clear Vulnerable Sector Check
• Clear Criminal Record Check