ACCOUNTABILITY OBJECTIVE
Our Administration Office Assistants are the heart of our community – they are our guest
experience ambassadors! Welcoming guests into our community with a smile, and setting the tone
for their experience, Administration Office Assistants are responsible for providing exceptional
customer service while upholding a high standard of excellence which represents a key value of
our residences. Under the direction of the Office Manager, provides administrative support
including clerical and reception duties for the efficient operation of the residence.
BACKGROUND/QUALIFICATIONS
- Has completed a minimum of grade 12 education.
- Minimum two years experience in a receptionist or clerical role within a hospitality setting
is considered an asset.
- Has proven typing and general office administration skills.
- Must be able to communicate effectively, both written and verbally, in the English
language.
- Be able to work with minimal supervision and demonstrates a strong ability to problem
solve.
- Has proficient computer skills (i.e. Microsoft Office Suite, Word and Excel).
- Has demonstrated multi-tasking skills and the ability to work well independently and in a
team environment.
- A resident-oriented individual, whose visions and values align with those of the residence.
KEY RESPONSIBILITIES
Participates in and adheres to continuous quality improvement standards.Don Mills – Administration Office Assistant 2.
Key Responsibilities – continued
Welcomes and greets residents and visitors of the home. Answers and directs telephone calls in a
professional and courteous manner.
Assists in ordering, maintaining and monitoring of office supplies and/or store inventory.
Fields inquiries including marketing calls and directs them to the appropriate department in a
timely manner.
Communicates with the Marketing department to ensure a smooth move-in for all residents,
which includes welcome packages, resident orientation, allocation of keys, etc. In absence of
marketing staff ensures appointments are booked and tours are given.
Provides clerical support to the management team and other staff (i.e. data entry, photocopying,
faxing filing, minutes, spreadsheets, etc).
Calls residents to confirm appointments (i.e. doctor’s, beauty salon, guest meals etc.,)
Assists with the security of the Residence by monitoring incoming and outgoing residents,
guests, and other people.
In the absence of a manager, when required, assists with schedule and call-ins as assigned.
Ensures reception area is kept neat and tidy.
Processes incoming and outgoing mail. Accepts and signs for deliveries and ensures accurate
paperwork flow.
Records and stores lost property.
Implements and maintains systems for tracking guest meals, including on POS system, revenues
from services, added services and special event revenue.
Responsible for communications and public relations with residents, family members, staff and
general public.
Assisting Life Enrichment with the set-up of take-down for programs, activities and special events,
as required.
Creates and distributes the daily resident census.
Maintains necessary contact lists (i.e. residents, emergency, family members, etc).
Maintains effective communication, both written and verbal with co-workers. Uses the appropriate
lines of communication with supervisory staff.Don Mills – Administration Office Assistant 3.
Key Responsibilities – continued
Performs other duties as assigned by Office Manager or delegate.
Complies with all corporate policies and procedures.
Completes all required mandatory training/education.
Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and
Workplace Hazardous Material Information System/Globally Harmonized System. This includes
recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the
applicable legislation, as well as participating in in-services and fire drills. Participates in the
ongoing Fire Prevention, and Pest Control programs and any other programs as required.
