Oaks Retirement Village is a Retirement Residence for Seniors located in Wallaceburg ON. presently recruiting for a full-time Office Manager.
Scope of Position
The Office Manager is responsible for overseeing the day-to-day administrative, financial, human resources, and office operations of the retirement community. This position ensures the efficient operation of the business office while supporting regulatory compliance, resident services, employee administration, financial management, and housekeeping operations. The Office Manager works closely with the General Manager to promote a positive resident experience while ensuring compliance with all applicable legislation, collective agreements, company policies, and Retirement Homes Regulatory Authority (RHRA) standards.
Key Responsibilities
Resident and Guest Services
· Provide initial face-to-face and telephone contact for residents, families, visitors, and prospective residents.
· Provide professional, courteous customer service and direct inquiries appropriately.
· Support the General Manager in resident relations, family communication, and community operations.
· Participate as a member of the Leadership Team and collaborate with department managers.
· Prepare resident admission packages and establish new resident files.
· Welcome and orient new residents and their families to the community.
· Respond to inquiries from prospective residents and families.
· Answer telephones using approved company standards.
· Coordinate incoming and outgoing mail.
· Prepare confidential correspondence, reports, and documentation.
· Organize workflow through the administrative office.
· Coordinate meetings, appointments, and administrative calendars.
· Complete routine forms and documentation as required.
· Maintain inventory of office supplies and coordinate purchasing.
Financial Services
· Maintain complete and accurate financial records for the community.
· Process accounts payable and ensure invoices are accurately coded and paid in a timely manner.
· Process accounts receivable and follow up on outstanding resident accounts.
· Prepare and reconcile daily bank deposits.
· Complete month-end financial reconciliations, including resident accounts, bank reconciliations, and financial reporting.
· Process bi-weekly payroll accurately and within established timelines.
· Maintain payroll records, process payroll changes, and submit payroll documentation.
· Ensure resident billing remains current, including move-ins, transfers, service package changes, notices, and move-outs.
· Assist the General Manager with budgeting, financial reporting, and audit preparation.
· Respond to resident and family inquiries regarding billing and payments.
· Maintain confidentiality of all financial and payroll information.
· Maintain accurate daily financial records and supporting documentation.
Employee Services
· Supervise Concierge/Reception and Housekeeping team members.
· Coordinate staffing schedules for Concierge and Housekeeping departments to ensure operational requirements are met.
· Maintain employee attendance records including vacation, sick time, leaves of absence, overtime, and statutory holiday tracking.
· Maintain seniority lists and employee records in accordance with the applicable Collective Agreement.
· Process payroll changes including new hires, wage adjustments, leaves, terminations, and benefit information.
· Conduct annual performance reviews for Concierge and Housekeeping staff.
· Provide coaching, mentoring, and performance management support.
· Assist employees with professional development and goal setting.
· Support recruitment, onboarding, orientation, and employee documentation.
· Ensure employee files remain complete, accurate, and confidential.
· Maintain knowledge of company policies, employment legislation, and the Collective Agreement.
· Report staffing concerns, scheduling issues, and employee relations matters to the General Manager.
Housekeeping Operations
· Coordinate daily Housekeeping schedules to ensure adequate staffing and resident service.
· Review daily housekeeping checklists to ensure completion.
· Conduct regular housekeeping quality audits throughout the community.
· Monitor cleanliness standards and implement corrective actions where required.
· Conduct performance evaluations and provide ongoing coaching to Housekeeping staff.
· Coordinate housekeeping supply inventory and ordering.
· Work collaboratively with Environmental Services and other departments to maintain a safe, clean, and welcoming environment.
Compliance and Regulatory Responsibilities
· Ensure compliance with all applicable Retirement Homes Regulatory Authority (RHRA) standards and company policies.
· Maintain ORCA compliance tracking and ensure all required documentation is complete and current.
· Monitor compliance deadlines and coordinate required corrective actions.
· Maintain documentation required for inspections, audits, and regulatory reporting.
· Support quality improvement initiatives throughout the community.
· Maintain knowledge of relevant legislation including the Retirement Homes Act, Employment Standards Act, Occupational Health and Safety Act, privacy legislation, and other applicable regulations.
· Maintain current knowledge of government reporting requirements affecting residents and employees.
Health & Safety
· Promote a safe working environment for residents, visitors, and employees.
· Follow all Occupational Health and Safety policies and procedures.
· Identify and report hazards promptly.
· Participate in workplace inspections, emergency preparedness, and health and safety initiatives.
· Ensure required health and safety documentation remains current.
Leadership & Administration
· Demonstrate professionalism, accountability, and sound judgment.
· Maintain effective communication with residents, families, employees, and external partners.
· Develop and maintain administrative systems that improve operational efficiency.
· Participate in leadership meetings and organizational planning.
· Support continuous quality improvement initiatives.
· Pursue continuing education and professional development.
· Undertake additional duties as assigned by the General Manager.
Qualifications
Experience
· Minimum two (2) years of progressive experience in office management, business administration, accounting, payroll, human resources, or administration, preferably within retirement living, long-term care, healthcare, or hospitality.
· Experience processing payroll and managing accounts payable and accounts receivable.
· Experience supervising employees and conducting performance evaluations.
· Experience working within a unionized environment and interpreting Collective Agreements is considered an asset.
· Experience with accounting software, payroll systems, Microsoft Office, and resident management software.
· Strong organizational, time management, and problem-solving skills.
· Excellent communication skills, both written and verbal.
· Ability to maintain strict confidentiality.
· Demonstrated ability to work independently while managing multiple priorities.
· Empathy for seniors and an understanding of retirement living operations.
This posting is for an existing vacancy
No artificial intelligence or automated decision-making systems, as referenced under Ontario employment standards transparency requirements, are used by the employer in the screening or selection of applicants.
We are an equal opportunity employer and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
Job Type: Full-time
Pay: From $50,000.00 per year
Benefits:
- Dental care
- Extended health care
Experience:
- Office/reception: 2 years (required)
- Office assistant: 2 years (preferred)
- Clerical: 2 years (required)
Work Location: In person
