If you’re passionate about leading a team that is, committed to the Team Member Experience and driven by innovation and growth, then join us!

The Office Manager is a critical role within our communities as it impacts the lives of residents and ignites the warmth of human connection.

The schedule is Sunday to Thursday.

Wage: $45,000- $50,000

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 Care Community and or Retirement Residence have been completed. The key responsibilities of the job include: managing resident files; maintaining resident accounts (accounts receivable, trust accounting, resident billing); and overseeing the site’s accounting procedures and processing (including petty cash, banking, accounts payable, procurement 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.

RESPONSIBILITIES:

1. Resident Accounts – Accounts Receivable, Trust Accounts, Resident Billing

   • In collaboration with the Resident Relations Coordinator and / or 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
   • Responsible for ensuring that all Resident Accounts documentation are fully completed and comply with Sienna and Legislative (MOH / RHA) guidelines, that all services are outlined and agreed to writing, and that all the documents are duly
   • Responsible for processing the annual rent and ancillary charge increases to resident accounts.
   • 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 Resident Relations Coordinator and or General Manager, s/he assists with the resolution of financial issues and coordinates appropriate financial support options for individual circumstances,
   • Assists residents and families in administering and accessing power of attorney, public guardian trustee and other financial resources
   • Manages and records all account receivable transactions to ensure accurate record keeping.
   • Manages the receipt and disbursement of resident trust account monies
   • Responsible for the collection of resident accounts and for maintaining proper documentation of all collection
   • Responsible for processing resident refunds, rate reductions and NSF as appropriate
   • May interface and respond to government requests or by preparing ad-hoc reports as needed.
   • As required, s/he may assist Residents with updating and or / securing new Provincial Health Cards

2. Accounting Procedures – Petty Cash, Banking, Accounts Payable, Month-end and Procurement

• Maintains an operating petty cash system and trust 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
• Liaises with Vendors and responds to their
• Responsible for the completion of month-end
• Maintains accounting schedules as required and provides to Support Services at month- end.
• Prepares and provides Support Services Office with the Monthly trust reconciliation package and as assigned, the Credit Card Reconciliation
• Completes monthly bank deposits in compliance with Sienna cash handling policies
• Identifies and explains monthly variances from
• Prepares and maintains POs and updates Purchase Journals

3. Reception, Security

• Responsible for managing and administering the reception / concierge functions within the Care Community / Retirement Residence (see the Receptionist / Concierge Job Description). In the absence of a Receptionist / Concierge or Scheduling Clerk and where applicable this may include: answering and screening inbound telephone calls, greeting and escorting visitors and conducting
• Responsible for managing resident security functions within the Care Community or Retirement Residence (see Receptionist/Concierge Job Description). In the absence of a Receptionist/Concierge or Nursing Scheduling Clerk 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 Care Community or 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, )

4. Records Management

• Within a Care Community the Office Manager backs-up and supports the Nursing Schedule Coordinator in the management and maintenance of the non-management team member personnel files. Within a Retirement Residence the Office Manager is responsible for managing and maintaining non-management team member personnel files.
• 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 agreements.

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, )
• Responsible for the submission of approved off-cycle payroll requests for processing
• Within a Care Community the Office Manager will back-up and / or provides support as required to the Nursing Schedule Coordinator in the processing of Team Member new- hires, terminations, changes and updates into Ultipro. Within a Retirement Residence the Office Manager is responsible for the processing of Team Member new-hires, terminations, changes and updates into
• Within a Care Community the Office Manager will back-up and provide support to the Nursing Schedule Coordinator on payroll time edit processing, scheduling support and call-in for the Nursing Department. Within a Retirement Residence the Office Manager will complete the payroll time edit processing, provide scheduling support and oversee the site’s call-in
• Where applicable they are responsible for the recruiting, onboarding, HR administration and the effective payroll administration of their direct report