Office Manager

Office Manager | Full-time
Aspira Rockland Manor Retirement Living
Salary $49,117 - $61,397
This posting is for an new vacancy.

At Sienna Senior Living, our commitment to enhancing the daily lives of our residents extends far beyond clinical care. Integral to this mission are our dedicated leaders and their teams who oversee vital functions such as culinary services, housekeeping, recreation, maintenance and administrative functions. These roles are not just jobs; they embody the heart and soul of our purpose-drive culture, one that is centered on cultivating happiness in daily life!

We are currently seeking exceptional individuals to fill a key management position, a role that is pivotal in bringing our core values of positivity, accountability, community, and caring to life. In this capacity, the Office Manager’s primary responsibility is to ensure that the day-to-day administrative functions
and processes required to meet the operational needs of the Retirement Residence have been completed. The key responsibilities of the job include: managing resident files; maintaining resident accounts (accounts receivable, resident billing); and overseeing the site’s accounting procedures and processing (including petty cash, banking, accounts payable, procure to pay, and month-end accounting processes). The Office Manager is also responsible for confirming the completeness and accuracy of the
site’s bi-weekly payroll submissions, as well as for submitting off-cycle payroll requests for processing and supporting onboarding and orientation and mandatory education. As a valued member of the team, the Office Manager demonstrates a commitment to the quality of resident care by providing services in accordance with the organization’s vision, mission and values.

Why you belong here:

We aspire to cultivate an environment and culture where team members feel valued, heard and empowered to do meaningful work. We offer a number of programs and benefits that support team members’ financial, personal and professional needs:

• A competitive salary and vacation package
• Health & Dental benefits program
• RRSP with employer match
• Share Ownership and Reward Program (SOAR)
• Employee Share Purchase Plan with company match
• Continuous learning and growth so you have the skillset needed to succeed and take on new challenges
• A welcoming culture that values diversity and differing perspectives, experiences and beliefs

What you will be doing:

• 1.Resident Accounts – Accounts Receivable, Resident Billing
  • In collaboration with the General Manager, they support new residents with both the move- in and discharge processes, including meeting with the resident and the family / Power of Attorney on the date of admission to complete the resident contract and any other related documents.
  • Responsible for ensuring that all Resident Accounts documentation are fully completed and comply with Sienna and Legislative (RHA and RHRA (ON)) guidelines, that all services are outlined and agreed to writing, and that all the documents are duly executed.
  • Responsible for processing the annual rent and ancillary charge increases to resident accounts.
  • Responsible for ensuring accuracy of assessed services while managing service plans, for those residences with care.
  • S/He is responsible for all components of Resident billing and reconciliation including preparing resident invoices, processing resident payments and processing tax statements.
  • In collaboration with the General Manager, s/he assists with the resolution of financial issues and coordinates appropriate financial support options for individual circumstances,
  • Manages and records all account receivable transactions to ensure accurate record keeping.
  • Responsible for the collection of resident accounts and for maintaining proper documentation of all collection activities.
  • Responsible for processing resident refunds, rate promotions and NSF as appropriate as per Sienna guidelines.
  • May interface and respond to government requests or by preparing ad-hoc reports as needed.
  • Manages and records all external care provider invoices and charges on resident accounts.
  • At Retirement Residences with contracted services, the Office Manager is responsible for ensuring accuracy of resident billing and invoicing as required.
• 2.Accounting Procedures – Petty Cash, Banking, Accounts Payable, Month-end and Procurement
  • Maintains an operating petty cash system and petty cash fund for disbursement as required.
  • Responsible for overseeing the scanning / entering and processing of invoices and appropriate documentation for Accounts Payable
  • As required, s/he requests new vendors from Accounts Payable
  • Maintains a cash system for services paid in cash as required and is responsible to complete monthly bank deposit and receipt entry for cash and/or cheques received.
  • Liaises with Vendors and responds to their inquiries.
  • Responsible for the completion of month-end accruals.
  • Maintains accounting schedules as required and provides to Support Services at month-end.
  • As assigned, Prepares and provides Support Services Office Credit Card Reconciliation through our approved travel and expense management system.
  • Completes monthly bank deposits in compliance with Sienna cash handling policies
  • Identifies and explains monthly variances from budget.
  • Prepares and maintains POs and updates Purchase Journals for Administration Expenses.
• 3.Reception, Security
  • Responsible for managing and administering the reception / concierge functions within the Retirement Residence (see the Receptionist / Concierge Job Description). In the absence of a Receptionist / Concierge and where applicable this may include: answering and screening inbound telephone calls, greeting and escorting visitors and conducting tours, covering unfilled concierge shifts.
  • Responsibility of working concierge desk for assigned number of days as per budgetary requirements.
  • Responsible for managing resident security functions within the Retirement Residence (see Receptionist/Concierge Job Description). In the absence Receptionist/Concierge and where applicable this may include: monitoring alarms on exterior doors, monitoring arrival and departure of Residents, logging resident movement into and / or out of the Retirement Residence
  • As required, they may coordinate the inspection protocols (i.e., for Health Board / MOH, etc.) and maintain required logs (i.e., logging of fire drills, etc.)
• 4.Records Management
  • Within a Retirement Residence the Office Manager is responsible for managing and maintaining non-management team member personnel files.
  • Responsible for uploading all team member documents into our payroll system team profile.
  • Responsible for ensuring all team member files are compliant with legislated requirements.
  • Responsible for supporting mandatory education and records management.
  • Responsible for managing and maintaining Resident files. S/he establishes and maintains updated resident financial files that contain the required documentation and forms as per legislation and Sienna policy including (but not limited to): signed admission agreement.
  • S/He is responsible for uploading signed resident documents in our electronic billing system.
  • Responsible for resident file content such as insurance is valid and up to date.
• 5.Payroll and People Management
  • Responsible for confirming the accuracy and completeness of the site’s bi-weekly payroll utilizing standard Ultipro reports, processing checklists and defined audits in advance of payroll submission. (i.e., completion of manager time approvals and PTO request approvals, completion of new hires in Ultipro, completion of time edits, etc.)
  • Responsible for the submission of approved off-cycle payroll requests for processing
  • Within a Retirement Residence the Office Manager is responsible for the processing of Team Member new-hires, terminations, changes and updates into Ultipro and ensuring all required information is completed up to and including email addresses.
  • Within a Retirement Residence the Office Manager will complete the payroll time edit processing, provide scheduling support and oversee the site’s call-in processes.
  • In coordination with General Manager, completion of Master Scheduling, Call-in and payroll processing tasks (time edits), ensuring accepted shift call ins are scheduled and managed in the payroll system.
  • Responsible for ensuring new payroll shift patterns are scheduled and accurate by coordinating with the payroll team.
  • Where applicable they are responsible for the recruiting, onboarding, HR administration and the effective payroll administration of their direct reports (Receptionist, including the approval and scheduling of PTO requests)
  • Where applicable s/he is responsible for the accuracy of vacation, sick and statutory holiday leaves of their direct reports, including ensuring that each team member has sufficient hours to cover the requested leave.
  • Within a Retirement Residence the Office Manager is responsible for coordinating benefits enrollment of Team Members.
  • Responsible for providing payroll reports as required but not limited to seniority reports, sick call reports, daily hours per payroll, employee lists.
  • Responsible for ensuring all team members have enrolled in our team member application (CREW)
• 6.Orientation Lead
  • Coordinate and facilitate orientation sessions for new team members
  • Act as a host for new team members
  • Plan and prepare the orientation using new team member orientation checklist
  • Organize internal and external facilitators
  • Schedule job shadow shifts
  • Confirm attendance and completion of orientation in our team member education application
• 7.Other, Back- up
  • Accountable for mail distribution within the Retirement Residence, where resident mail boxes are not available. In the absence of a Receptionist / Concierge, the tasks include: sorting and distribution of mail, coordination of courier pickups and deliveries, medication deliveries and resident family deliveries.
  • Responsible for ordering administrative supplies and for equipment purchases in adherence with Sienna guidelines and policies.
  • Maintains Sienna Policy Manuals, ensuring new and updated policies and procedures are properly filed in the manuals, that the manuals are up-to-date and that they are available to Team members as required.
  • Participates in the budgeting process as it relates to the development / creation of the Administrative budget.
  • Manages and monitors all administrative expenses, explains monthly variances and identifies corrective action.
  • Prepares the monthly invoices to the Union, if applicable.
  • Supports any documentation requests or processes for unionized environments.
  • May assist Sienna IT resources in troubleshooting issues for building, telephone and / or other technical issues, setting up system passwords, assisting Team members with core systems access (Ultipro, PCC, Yardi, COMVIDA, Sienna emails etc.)
  • In coordination with the General Manager, maintains internal vendor contracts and performs quarterly audits of vendor provided services
  • Providing customer service training, onboarding and skills development for Receptionist/Concierge team
  • Prepares Receptionist/Concierge team scheduling as per Collective Bargaining Agreement and/or Sienna guidelines.
  • Any other duties as assigned.

What you need to know:

• Bilingual proficiency English & French preferred
• Post-secondary diploma in Business Administration, Accounting or equivalent
• Experience in a healthcare environment would be an asset
• Knowledge of time and attendance and People / HR/ Payroll administration
• Understanding of Collective Agreements
• Understanding of pay-related employment legislation
• Exceptional administrative detail orientation and deadline-driven
• Exceptional organizational skills
• Strong problem solver
• Proficiency with MS Office, Outlook, Excel and Word
• Experience with Ultipro, Yardi and PCC would be an asset
• You must be legally eligible to work in Canada or have a valid work/study permit
• You must successfully pass a Vulnerable Sector Check and Criminal Records Check
• Sienna Senior Living may utilize artificial Intelligence to screen or assess applicants for this position

Sienna Senior Living is committed to employment equity, diversity, and inclusion in the workplace.
In accordance with provincial regulations, upon request, support will be provided for accommodations throughout the recruitment, selection, and assessment process.