Job Title: Office Assistant
Job Location: Bergen Gardens (1475 Molson Street)
Reporting Manager: Executive Director
Job Summary:
Reporting to the Executive Director, the Office Assistant provides crucial support to the Leadership Team by facilitating the smooth operation of the company’s administration. This role involves office management, event planning, set up and administration of new hires and Bergen Garden tenants.
Who we are:
Bergen Gardens, located in North Kildonan, is a unique Seniors Community where those who live, visit and work here experience a culture of creativity, choice, and well-being. Using a citizenship person-directed philosophy, we’re taking the focus away from personal care homes as biomedical solutions to a relationship approach where both Care Partners (staff) and citizens can build community together.
Bergen Gardens offers a friendly and positive work environment. We believe that when people are surrounded with opportunities to maintain connections with pets, nature, and people of all ages, they will continue to thrive and grow as a person.
Some of the perks that are included in working at Bergen Gardens include competitive wages, a health care spending account, group health benefits, long-term disability, life insurance, and a group DPSP/RRSP matching program. We want work to be a source of pride and personal fulfillment for our staff as they contribute to our joint success!
What you'll do:
Administration and Office Management
- Facilitate and coordinate the furnishing of workspaces with all necessary equipment.
- Oversee the ordering of new and replacement computer hardware for new employees. (laptops, desktops, monitors, office phones).
- Manage computer hardware by tracking hardware replacement and assignments.
- Maintain the File Archive physical space, ensuring files are organized and accessible as well as electronic records.
- Coordinate set up of new hires, including, but not limited to arranging IT requirements, preparing and distributing new hire packages, and completing all other provisioning.
- Coordinate with IT division to ensure tickets are entered, followed up on and completed in a timely manner.
- Order office supplies in accordance with department requests and company policy.
- Manage cell phone distribution by tracking contracts and organizing device renewals.
- Receive and respond to client inquiries and questions through a number of platforms including teams, emails and square messages to ensure timely responses.
- Support Executive Director with email correspondence, managing calendar bookings and receiving/responding to inquiries and concerns from employees.
- Refer and/or redirect calls, emails, or visitors as required.
- Answer telephone and electronic inquiries and relay telephone calls and messages.
- Coordinate and manage staff parking.
- Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions.
- Prepare and distribute Tenant Packages as new tenants move in.
- Attend floor 6 Tenant meetings; listen, record and communicate tenant feedback to appropriate department.
- Create and design posters in Canva ensuring compliance of Bergen Gardens branding.
- Administer, oversee and manage electronic recycling program.
- Lead the operation of Hospitality suites – including scheduling, administration, and guest services.
- Manage Telus Voip Phone system including managing the dashboard and editing employee data.
- Review and approve SEO documentation to optimize search rankings, ensuring Bergen Gardens maintains top visibility on Google.
- Update menus, and troubleshoot errors with users and Finance Clerk in the ContinYou Care Point of Sale system.
Office and Corporate Events Planning
- Plan, coordinate, and execute staff events, including staff and tenant appreciation events, holiday celebrations, and other internal events.
- Manage event budgets, ensuring cost efficiency and adherence to allocated funds.
- Collaborate with internal departments to align event themes and activities with corporate branding and messaging.
- Develop and maintain relationships with vendors and suppliers to ensure quality service delivery for tenant and staff events.
- Prepare communication and promotional materials for events, including invitations, and managing RSVP lists.
- Ensure compliance with safety, accessibility, and privacy policies during event planning and execution.
- Provide administrative support for events by organizing agendas, overseeing RSVP lists, tracking attendance, and coordinating post-event debriefs.
Other
- Maintain a high level of confidentiality in all interactions.
- Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders.
- Other duties as assigned.
What you need to be successful:
Job Requirements:
- 1-3 years of experience in executive administrative support.
- Experience with complex corporate ownerships, organization, and structure would be considered an asset.
- High attention to detail and ability to meet deadlines.
- Excellent grammar skills.
- SharePoint experience would be considered an asset.
- Experience using the Yardi property software system would be considered an asset.
- Experience in Health Care is considered an asset.
- Solution-focused: ability to take ownership of requests, tailor solutions to members/situations, follow up in a timely manner, and demonstrate resourcefulness in information gathering/research.
- Advanced Microsoft Office skills, with an ability to quickly adapt to firm-specific programs and software.
- Ability to exercise a high level of tact, diplomacy, and professionalism.
- Strong organizational, project management, and problem-solving skills.
- Ability to consistently use discretion with confidential information.
- Strong verbal and written communication skills in English
- Clear Criminal Record check, including vulnerable sector check.
- Valid Class 5 driver license and reliable vehicle and to be maintained.
Are you excited about new ways of engaging and caring for seniors? If so, you could be a great fit for Bergen Gardens.
Bergen Gardens is proud to be an equal opportunity employer and is committed to diversity and inclusion regardless of race, color, religion, national origin, age, gender identity, physical or mental disability, sexual orientation or any other category protected by law. Bergen Gardens supports requests for accommodation from applicants with disabilities.
We thank all applicants for their interest, but only those chosen for an interview will be contacted.
