Office Manager

Description

If you’re seeking a meaningful opportunity that gives you a higher purpose and enhances the lives of seniors and their families, choose your career at The Care Group.
We honor diversity and inclusivity and are proud to offer a safe work environment that fosters growth, teamwork and fulfillment.

We are looking for dedicated and conscientious Office Manager to join our friendly team at Casa Mia Care in Vancouver, B.C.

The Office Manager ensures the effective functioning of the office and supports the smooth operating of the Care Home by maintaining Resident accounts, performing general bookkeeping duties, and ensuring that general facility maintenance requirements are resolved. The Office Manager performs administrative and reception functions and assists the site’s Director of Care, and the Director of Finance and Controller at Head Office.

This is an on-site position located in one of our homes in Vancouver – 5 days per week - Monday - Friday business hours.

As an Office Manager you will:

Resident Accounts

• Gives tours of the facility for prospective residents and families.
• Cooperates with the Director of Care to manage the admission process for new residents by providing families with Admission Packages, ensuring that all the required documents are signed, returned and filed, and setting up new resident files in the Accounting and Trust billing software.
• Prepares the monthly rent billing for all Residents, generates the preauthorized payment batch to sends to Head Office, follows up on collection of NSF payments, issues monthly account statements to Resident families and deals with collection of any past due accounts.
• Maintains Trust or Comfort Account for all residents, within legislated guidelines, by entering charges and deposits to the respective residents’ trust account in the trust accounting system, replenishing the Trust accounts as required, issuing monthly payments for expenses of the Trust and reconciling the Trust Bank Account every month.
• Corresponds with Resident Families, the Health Authority, Public Guardians, etc. related residents and billing. And completes forms as required.

General Bookkeeping

• Prepares and makes bank deposits for all cheques received at the Facility
• Manages Accounts Payable for the Site in accordance with internal policies by reviewing invoices received, distributing to the appropriate Manager for invoice approval, coding and entering approved invoices into the Accounting System and preparing payments for approval.
• Maintains petty cash for the site including a monthly reconciliation of expenses and cash balances.
• Prepares a monthly package of accounting related documents to be couriered to Head Office.

Payroll

• Provides new employees with onboarding paperwork and sets up and maintains complete personnel files.
• Enrolls all new hires in the time clock software.
• Assists new hires in registering for access to their payroll accounts.
• Prepares bi-weekly payroll in the payroll system and submits it to Head Office for final review and processing.
• Processes time off requests and maintains a timekeeping system.
• Manages daily shift handling in the software, clears exceptions and adds extensions to shifts daily; ensures any overtime is in accordance with the Collective Agreement and codes the expenses to the appropriate Department and Cost Centre.
• Codes employee leaves, WorkSafe BC and graduated return to work, etc. as appropriate.
• Ensures all payroll-related reporting is completed within required deadlines.

General

• Orders office supplies and maintains a practical inventory of supplies for the site’s requirements.
• General reception duties, including answering the phone and greeting visitors.
• Supports the Director of Care and other team members as required.
• Communicates with the Finance Dept. at Head Office and generally supports any analysis or information requests.
• As per operational requirements other ad hoc duties may be assigned.

Education, Skills, and Experience:

• A minimum of 2 years of experience in basic Accounting/Booking, Payroll and Administration
• Proficient with MS (Word, Excel, Outlook, Teams, OneDrive)
• Experience with general payroll and accounting software is an asset
• Excellent organization and time-management skills to meet deadlines in a fast-paced environment.
• Flexible, adaptable and responsive to change in a positive and tactful manner
• Willingness to go above and beyond in order to meet deadlines
• Ability to maintain confidentiality and to exercise discretion at all times
• A genuine respect and compassion for vulnerable people/groups
• An aptitude to initiate problem solving and critical thinking
• Service orientation: demonstrates a desire to serve internal teams by responding positively to requests, and finding opportunities to offer assistance
• Possesses effective conflict resolution skills
• Has exceptional communication and interpersonal skills and is able to establish and maintain relationships with team members, staff, residents, families and external agencies
• Physically and mentally able to perform the duties of the job in the working environment
• Preference to those with background in long term care or health care environment
• A great sense of humor

If this opportunity is not a fit for your background and experience, please feel free to forward to any interested colleagues.

We invite interested candidates to submit their resume in confidence. While we appreciate the interest of all applicants, we will contact only those selected for interviews.

About us:

Casa Mia is a Care Home on a heritage estate property located along Vancouver’s Southwest Marine Drive

This expanded and updated heritage home will offer 90 long term care beds, consisting of primarily single occupancy rooms. Many with expansive views over the Fraser River and towering trees. Casa Mia is a storied 1930’s mansion boasting views of gorgeous grounds, the Fraser River, Georgia Straight, and the mountains of Vancouver Island. This estate home features three stories with a grand dining area, ballroom, recreation areas and large outdoor patios on each floor. Casa Mia provides our residents with a modern care environment with a throw back to Vancouver’s heritage. Casa Mia works in collaboration with the Vancouver Coastal Health Authority. We offer 58 subsidized care beds and 32 private pay.

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