Office Manager - Don Mills (2023-4125)

Come join us and help make a difference in the lives of older adults! As employees at a Verve Senior Living Retirement Residence, our primary goal is to help each person, have a great day, every day! Our employees thrive on collaboration and have a passion for excellence, achieving multiple awards including the Order of Excellence in Quality, from Excellence Canada. As part of our team, the things you do are key to helping us achieve our shared vision of helping seniors live longer, better. Oh, and you’ll also have a lot of fun doing it.

ACCOUNTABILITY OBJECTIVE

Under the direction of the general manager, functions as a part of the management team, providing on site accounting support for all managers. Performs a variety of clerical tasks and secretarial tasks when required necessary for the efficient operation of the office, including management of files, rental payments, rent increases and reception duties.

Background/Qualifications

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. Must be able to work independently.

Key Responsibilities

• Performs duty of receptionist as required.
• Completes all required mandatory training/education.
• Receives and distributes employee pay stubs as per policy.
• Ensures that all office equipment including faxes, photocopiers, printers and computers are working correctly and corrective actions have been taken if there are any operating problems.
• Ensures all department managers are aware of all accounting deadlines and information is submitted in a timely manner.
• Reviews outstanding aged trial balance weekly, follows up on delinquent accounts and informs the general manager of any questionable accounts and those over 30 days.
• Plans, organizes, directs and supervises the activities of the department to provide a high level of service.
• Participates in the weekend duty manager rotation as applicable.
• Types, photocopies and faxes confidential correspondence. Performs reception duties as required.
• Verifies employee benefits enrollment against monthly report sent by corporate office.
• Assists general manager in the interpretation of financial statements regarding revenues, payroll and expenses accounts.
• Prepares and maintains resident information for tax purposes.
• Faxes all accruals, inventories and food transfer sheets to corporate office by the third working day of the month.
• Participates in, and contributes to, the Verve Quality Improvement (VQI) program.
• Responds to employee inquiries regarding benefits.
• Complies with all corporate policies and procedures.
• Submits all accounting information by the accounting deadlines.
• Participates in committee meetings as required.
• Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System. This includes recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the applicable legislation, as well as participating in in-services and fire drills.
• Hires, orientates, schedules, supervises, conducts performance reviews and disciplines reception staff.
• Assists in the preparation of the budgets.
• Supervises ordering of all office supplies within budgetary guidelines.
• Chairs administration staff meetings, prepares and distributes minutes, and organizes in-services as required. Works with staff to develop department goals.
• Prepares any financial analysis when required by managers.
• Responds to questions from residents and families to resolve any questions they may have regarding their monthly billing statements.
• Maintains rental matrix updating on an ongoing basis with new residents, transfers, terminations, rental changes and recurring miscellaneous charges.
• Sets up in DCare all miscellaneous charges and cash receipts, maintains recurring monthly charges and prepares monthly resident statements.
• Reviews bi-weekly payroll register received from corporate office to ensure employees have been set up and paid as per payroll summary sheets and employee change notices.
• Deals with employee issues regarding incorrect earnings and deductions on a bi-weekly basis.
• Relates any changes in accounting policies to all department managers and follows up to ensure changes are being followed correctly.
• Prepares appropriate forms regarding rent control, and ensures three month notice is maintained.
• Ensures residents receive yearly interest cheques on their security deposits.
• Promotes and maintains positive communication and relationship among staff, residents, families and the public.
• Deposits all rental and miscellaneous cash and cheques on a regular basis and submits deposits to corporate office.
• Maintains current employee personnel files, and forwards employee information to payroll as required. Ensures the department managers accurately complete the employee information forms and submitted to corporate office by the required deadlines.
• Inputs and submits bi-weekly payroll summary sheets to corporate office for payments of wages according to union contract or employee handbook.
• Maintains and reconciles petty cash as required.
• Defines duties, organizes workload and develops routines to ensure adequate coverage for day-to-day reception.
• Approves, codes and forwards to corporate office all invoices relating to the administrative area.
• Promotes resident direct deposit and prepares a monthly summary for corporate office. Reviews the direct deposit forms on the anniversary of the resident, and obtains a new form should it be required.
• Submits requests for reimbursement of resident refunds upon death/discharge of residents.
• Performs other duties as assigned.
• Establishes and monitors workflow, evaluates performance and productions and makes changes as necessary to improve the quality of service.
• Include in courier sent out on the first working day of the month final month end invoices and Compucare receivable package.
• Prepares and maintains rent increases as per policy, and calculates rent increase for each resident.
• Establishes and maintains all residents’ files including the enrollment of the residents on DCare.
• Enrolls employees in the benefits and pension plans and sets up benefits in payroll.
• Receives and records regular weekly payments from hairdresser, bar account, visitor and staff meal tickets and makes appropriate deposit slips.

"We accommodate persons with disabilities in the recruitment and hiring process."

All offers of employment are subject to a Criminal Background Check. We thank all who apply; however, only candidates under consideration will be contacted.