At least one year of office administration experience.
Experience in a senior residential care facility.
Knowledge of Labour and Employment Standards, including union and collective agreements, is an asset.
Ability to establish effective customer service and office administration practices.
CPR and First Aid certification are assets.
Strong written communication skills and ability to prepare clear professional documents.
Strong organizational, planning, and problem-solving skills, with ability to manage priorities effectively.
Ability to manage and resolve difficult situations effectively and respectfully.
Physical and mental ability to perform the duties, including adherence to provincial health legislation.
Ability to safely operate equipment according to established protocols.
Computer literacy.
Flexibility to work a variety of shifts.
Clear Police Information Check and Vulnerable Sector Check.
Successful completion of mandatory provincial health requirements.
Responsibilities
Provide leadership, direction, and mentorship to the administration team.
Conduct and attend team meetings and serve on committees as applicable.
Ensure team members comply with Occupational Health and Safety regulations.
Provide confidential administrative support to the leadership team.
Support effective communication across departments to support operations.
Organize team and leadership meetings, prepare agendas, record minutes, and distribute documentation.
Support the General Manager with incident and complaint reporting processes.
Support the Community Relations Coordinator in providing tours of the community as needed.
Manage resident move-ins and move-outs, including reviewing contracts and financial records, addressing inquiries, and coordinating documentation.
Manage rent rolls, monthly statements, and resident payment transactions, ensuring timely submission to the regional office.
Maintain resident comfort funds and rental adjustments for funded beds, and communicate changes to residents.
Prepare and submit reports, including daily census, Health Authority reporting, and other required documentation.
Manage accounts payable and receivable, including invoice submission, overdue accounts, petty cash, and payments for guest meals and suite bookings.
Act as the main contact for financial inquiries and address supplier and business support service concerns.
Interview and hire qualified administration personnel in consultation with the General Manager.
Assist other hiring managers with recruitment and onboarding.
Support functional leaders with benefits eligibility, probationary-hours tracking, performance reviews, wage increases, and incentive programs.
Maintain accurate and up-to-date personnel records.
Ensure communication with residents, families, and team members is managed effectively and responsively.
Collaborate with other community team leads to monitor and review goals and planned changes.
Solicit regular resident and family feedback through surveys and other means.
Maintain budget allocation in conjunction with the General Manager.
Participate in organizational audits and quality improvement initiatives.
Ensure accurate records by maintaining necessary documentation and reporting systems.
Promptly report unsafe conditions, incidents, or concerns to a supervisor, General Manager, or Health and Safety Committee.
Identify maintenance issues and report them following established procedures.
Respond promptly during emergency codes in accordance with organizational standards and protocols.
Contribute to quality improvement initiatives by sharing ideas and feedback.
Ensure adherence to infection control policies and procedures through regular audits, observations, and investigations.
Maintain confidentiality of resident medical and personal information in accordance with privacy legislation.
Complete orientation upon hire and annual mandatory education as assigned.
Support new team members through their orientation process.
Uphold the Resident Bill of Rights and the Assisted Living Rights of Residents.
Perform other duties as required to support operational needs.
Desired Qualifications
A recognized post-secondary program.
Knowledge of Labour and Employment Standards, including union and collective agreements.
CPR and First Aid certification.
About PICS and Optima Living: Progressive Intercultural Community Services (PICS) Society is a registered community-based non-profit, multi-service organization that has served the community since 1987. PICS Society assists youth, seniors, women, and the local community members by providing a comprehensive network of services and programs in the Lower Mainland and operates a Seniors Housing facility that includes assisted living, independent living, adult daycare program.
PICS Society is currently developing the next level of care with Guru Nanak Diversity Village (GNDV), a culturally sensitive “complex care” or “long-term care” Care Community that will meet the needs of seniors who require the support of full care services.
Position Summary Reporting to the General Manager, the Administration Manager oversees administrative operations, resident business functions, and community accounting, ensuring efficient processes, Human Resources support, accurate documentation and strong communication to support residents, families, and team members.
All duties and responsibilities are carried out in alignment with Optima Living’s mission, vision, and values, promoting person-centered care by respecting the uniqueness, dignity, and self-determination of residents to promote maximum personal and functional independence. These duties are performed within the framework of established organizational policies and procedures, industry best practices, while adhering to applicable regulations and standards.
Responsibilities Leadership and Team Oversight
Provides leadership, direction and mentorship to the administration team.
Conducts and attends team meetings; serves on committees as applicable.
Ensures team members comply with all relevant Occupational Health and Safety regulations.
Core Deliverables Admin Support
Provides confidential administrative support to the leadership team as applicable.
Ensures effective communication across functions (department) to support the operations as applicable.
Organizes 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 needed.
Resident Business
Manages resident move ins and move outs, including reviewing contracts and financial records, addressing inquiries, and coordinating documentation.
Manages rent rolls, monthly statements, and resident payment transactions ensuring timely submission to the regional office.
Maintains resident comfort funds and rental adjustments for funded beds, while communicating changes to residents as needed.
Prepares and submits reports, including the daily census, Health Authority reporting, and other required documentation.
Community Accounting
Manages the accounts payable and receivable processes, including invoice submission, overdue accounts, petty cash, and payments for guest meals and suite bookings.
Acts as the main contact for financial inquiries, addressing supplier and business support service concerns.
Human Resources
Interviews and hires qualified administration personnel in consultation with the General Manager as applicable.
Assists other hiring managers in the recruitment and onboarding processes as applicable.
Supports functional leaders with benefits eligibility, tracking probationary hours, performance reviews, wage increases and incentive programs as applicable.
Maintains accurate and updated personnel records.
Optima Community Engagement
Ensures communication with residents, families and team members is managed effectively, with empathy and responsiveness.
Collaborates with other team leads within the community to ensure that goals and planned changes are monitored and reviewed.
Solicits regular resident and family feedback from surveys and other means.
Budget and Financial
Maintains budget allocation in conjunction with the General Manager.
Quality Assurance
Participates in organizational audits and quality improvement initiatives.
Maintains accurate records by ensuring necessary documentation and reporting systems are in place.
General
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.
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 new team members through their orientation process.
Respects and upholds the Resident Bill of Rights and the Assisted Living Rights of Residents.
Performs other duties as required to support operational needs.
Qualifications & Experience
Completion of a recognized post-secondary program is an asset.
Minimum of one (1) year office administration experience.
Experience in a senior residential care facility.
Knowledge of Labour and Employment Standards, including union and collective agreements, is an asset.
Ability to establish effective practices in customer service and office administration.
CPR and First Aid certification is an asset.
Energetic and supportive leader who drives team engagement and morale while consistently leading by example.
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.
Strong organizational, planning, and problem-solving skills, with the ability to manage priorities effectively.
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 required.
Flexibility to work a variety of shifts.
Conditions of Employment
Clear Police Information Check
Clear Vulnerable Sector Check
Successful completion of all mandatory Provincial Health Requirements
PICS Society has appointed Optima Living as the official managing partner for the GNDV facility. Optima Living (founded in 2007), operates innovative seniors’ living communities throughout Alberta and BC, taking an unprecedented approach to senior life. Optima Living’s unique company culture is one where both residents and team members are family.
All GNDV positions will work in alignment with Optima Living’s mission, vision, and values, promoting person-centered care by respecting the uniqueness, dignity, and self-determination of residents to promote maximum personal and functional independence. The duties will be performed within the framework of established organizational policies and procedures, industry best practices, while adhering to applicable regulations and standards.
Optima Living is accepting applications for the Hospitality Manager at the GNDV facility. Please click on the Hospitality Manager - Optima Living - Career Page to upload your application. PICS Society is an equal opportunity employer. We thank all who apply, but only applicants selected for an interview will be contacted.