Client Services Coordinator

2 weeks ago

Kelowna, British Columbia, Canada Optima Living Full time

Let us welcome you home at White Heather Manor in Kelowna, 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 honor to work with our residents and we advocate a resident-centered approach where the Resident, is the focus of all our endeavors.

Reporting to the General Manager, the Client Services Coordinator acts as the primary contact for residents and families, coordinating services, supporting community activities, and supporting leadership through payroll, HR, and administrative coordination.

**Please note this is a temporary position for 3 months or until the incumbent returns**

Responsibilities

Serves as a primary point of contact for residents and families, providing prompt, professional, and courteous service.Communicates community events, policies, and procedures to residents and families in a clear and timely manner.Coordinates with care, housekeeping, and kitchen teams to ensure resident service requests are addressed.Builds and maintains positive relationships with residents and families Offers companionship and emotional support to residents, fostering a welcoming and caring environment.Supports residents in engaging with activities and events that suits their interests and abilities.Provides safe and comfortable transportation for residents to medical appointments.Assists the leadership team with administrative tasks such as maintaining files, organizing schedules, and managing supply inventories.Provides confidential administrative support to the leadership team as applicableEnsures smooth information flow and timely communication across functions (department) to support meeting program goals as applicableAssists with organizing and facilitating monthly team meetings, including preparing agendas, recording minutes, and distributing documentation as applicableSupports the General Manager in the incident and complaint reporting processes as applicableEnsures timely submission of employment paperwork to PayrollValidates team member hours, overtime, vacation, sick leave and other absences.Investigates pay discrepancies and ensures payroll changes are reported to Payroll Responds to team member inquiries regarding payroll matters.Assists the hiring managers in the recruitment and onboarding processesMaintains accurate and compliant personnel records.Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety CommitteeResponds quickly during emergency codes in alignment with organizational standards and protocolsEnsures adherence to infection control policies and procedures through regular audits, observations, and investigationsMaintains strict confidentiality of resident medical and personal information in accordance with privacy legislationCompletes orientation upon hire and annual mandatory education as assignedSupports other team members through their orientation process.Respects and upholds the Resident Bill of Rights and the Assisted Living Rights of ResidentsParticipates in departmental meetings and stays informed on relevant internal communications.Performs other duties as required to support operational needs.

Qualifications:

Completion of post-secondary administration program is an asset One (1) year experience in a similar role is an assetExperience in a residential care or mental health environment is an asset Posses a valid Class 4 driver's license with a clean driving record Maintain current CPR and First Aid certification or willing to obtainExcellent communication and interpersonal skills, with the ability to build rapport and establish meaningful connections with residents and their families.Strong organizational and time management abilities to handle multiple tasks and prioritize effectively.Compassionate and patient demeanor, with a genuine interest in promoting the well-being of residentsKnowledge of mental health principles, therapeutic recreation, and person-centered care approaches.Ability to work collaboratively within a team and adapt to the evolving needs of residents.

Conditions of Employment:

Clear Police Information Check Clear Vulnerable Sector Check 

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