Administration Manager

Let us welcome you home at The Evergreen Hamlets at Fleetwood in Surrey, BC. 

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. 

Position Summary

Reporting to the General Manager, this role performs a variety of secretarial, clerical and accounting tasks including the preparation and maintenance of records, reports and files pertaining to administration, residents and personnel in addition to managing key administrative employees. Responsibilities involve facilitating systematic and efficient office procedures.

Responsibilities 

If other administrative team members are employed at the site

• Manage workloads and establish priorities.
• Hold monthly staff meetings, create minutes & agendas.

Accounts Receivable

• Responsible for the maintenance of the monthly rent roll. 
• Report weekly to Health Authority on weekly funded bed report. 
• Report monthly to Health Authority on census on funded bed activity. 
• Liaise with Health Authority to maintain the funded beds full at all times, notifying the Health Authority of bed availability and processing transfers of residents to funded beds. 
• Process yearly IHA re-assessments of rate codes for funded beds, informing residents of increases/decreases. 
• Creation and distribution of monthly rental statements for Residents as required. 
• All bank deposits (rent, security deposits, comfort fund monies etc.). 
• Liaise with head office and suppliers regarding A/R issues. 
• Responsible for overseeing the operation of the Resident’s Comfort Fund and Resident Fund. 

Accounts Payable

• Ensure all A/P’s are signed off by appropriate manager and forwarded to Head Office.

Home Admissions

• Process incoming contracts, financials, etc.

Departures from the care home

• Meet with the families/resident and review any rent reimbursement, comfort fund close-out, return of keys, etc. 
• Process rent reimbursements, security deposit refunds to head office for processing.

Human Resources

• Provide administrative support for new hires, terminations, disciplinary actions, etc. 
• Oversee the Scheduler and assist with payroll issues. 
• Replace the Scheduler when on holidays or away from the facility, processing payroll utilizing the Payroll system. 
• Assist Scheduler with employee questions regarding payroll, benefits administration, etc. 

Miscellaneous Duties

• Process and maintain Administration petty cash.
• Liaise between management and head office on financial queries and questions.
• Oversee the management flow of information through departments.
• Minutes of Team Leadership Meetings.

Qualification and Experience

• Completion of Grade 12 diploma, relevant post secondary education considered an asset 
• Accurate typing skills of 60 wpm and basic computer skills
• Excellent written and oral communication skills
• Previous office management experience is preferred 
• Must demonstrate the ability to communicate effectively and maintain harmonious relationships with staff, residents and the public
• Capable of multitasking and effective time management skills
• Accuracy and attention to detail 
• Ability to work without direct supervision

Conditions of Employment 

• Clear Police Information Check 
• Clear Vulnerable Sector Check