Office Manager - Part Time

Let us welcome you home.

Optima Living operates Independent Living, Assisted Living, Supportive Living and Memory Care 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.

As the Office Manager, you are responsible for keeping the site running smoothly and overseeing administrative support.

Responsibilities

• Maintain a system of accounting controls and documentation of accounting policies and procedures
• Manage cash resource through reporting deficiencies and monitoring petty cash
• Receives incoming phone calls and greets residents, team members, and visitors
• Assist with onboarding new employees, site tour, introductions, documentation etc.
• Identify discrepancies and follow up with residents on overdue accounts
• Troubleshoot hardware and software challenges
• Verify hours worked and submit to payroll
• Assist with Leasing including tours, answering phone calls regarding Wild Rose, updating CRM platform, putting together info packages, leases etc.
• Liaise with accounts payable and receivable regarding payroll, petty cash, rent roll, new residents lease etc.
• Prepare and make bank deposits as needed
• Backup supervisor for housekeeping team, including disciplinary and departure decisions
• Process accounts payable and receivable
• Liaise with Human Resources to process new hires, team member changes, and departures
• Support the management team administratively
• Other duties as assigned to support operational requirements

Qualifications And Experience

• Superior oral and written communication skills
• Completion of CPR and First Aid is an asset
• Experience in residential care setting is preferred
• Exceptional interpersonal skills with peers, residents, visitors and operational partners
• Strong computer literacy including effective working skills with Microsoft Suite
• Elpas nursing system knowledge is an asset
• Superior organizational skills with the ability to handle multiple tasks and deadlines
• Minimum three (3) years' experience in an Office Manager role
• Strong sense of ethics and the ability to handle sensitive information with tact and discretion
• CRM platform, Sherpa experience is an asset
• Yardi experience is an asset
• Completion of Business Administration course is an asset
• Demonstrate the ability to prioritize and problem solve

Conditions of Employment

• COVID-19 vaccination proof. This requirement may be waived if you have received an exemption through the provincial government.
• Clear Police Information Check
• Clear Vulnerable Sector Check
• Record of immunization including proof of TB test negative

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