Administration Manager

About Optima Living
Founded in 2007 by two friends inspired by their families’ dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers.

Today, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 4,300 residents.

Guided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy.
Position Summary
Reporting to the General Manager, the Administration Manager oversees administrative operations, resident business functions, and community accounting, ensuring efficient processes, Human Resources support, accurate documentation and strong communication to support residents, families, and team members.
All duties and responsibilities are carried out in alignment with Optima Living’s mission, vision, and values, promoting person-centered care by respecting the uniqueness, dignity, and self-determination of residents to promote maximum personal and functional independence. These duties are performed within the framework of established organizational policies and procedures, industry best practices, while adhering to applicable regulations and standards.
Responsibilities
Leadership and Team Oversight
• Provides leadership, direction and mentorship to the administration team.
• Conducts and attends team meetings; serves on committees as applicable.
• Ensures team members comply with all relevant Occupational Health and Safety regulations.
Core Deliverables
Admin Support
• Provides confidential administrative support to the leadership team as applicable.
• Ensures effective communication across functions (department) to support the operations as applicable.
• Organizes team and leadership meetings, including preparing agendas, recording minutes, and distributing documentation as applicable.
• Supports the General Manager in the incident and complaint reporting processes as applicable.
• Supports the Community Relations Coordinator in providing tours of the community as needed.
Resident Business
• Manages resident move ins and move outs, including reviewing contracts and financial records, addressing inquiries, and coordinating documentation.
• Manages rent rolls, monthly statements, and resident payment transactions ensuring timely submission to the regional office.
• Maintains resident comfort funds and rental adjustments for funded beds, while communicating changes to residents as needed.
• Prepares and submits reports, including the daily census, Health Authority reporting, and other required documentation.
Community Accounting
• Manages the accounts payable and receivable processes, including invoice submission, overdue accounts, petty cash, and payments for guest meals and suite bookings.
• Acts as the main contact for financial inquiries, addressing supplier and business support service concerns.
Human Resources
• Interviews and hires qualified administration personnel in consultation with the General Manager as applicable.
• Assists other hiring managers in the recruitment and onboarding processes as applicable.
• Supports functional leaders with benefits eligibility, tracking probationary hours, performance reviews, wage increases and incentive programs as applicable.
• Maintains accurate and updated personnel records.
Optima Community Engagement
• Ensures communication with residents, families and team members is managed effectively, with empathy and responsiveness.
• Collaborates with other team leads within the community to ensure that goals and planned changes are monitored and reviewed.
• Solicits regular resident and family feedback from surveys and other means.
Budget and Financial
• Maintains budget allocation in conjunction with the General Manager.
Quality Assurance
• Participates in organizational audits and quality improvement initiatives.
• Maintains accurate records by ensuring necessary documentation and reporting systems are in place.
General
• Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety Committee.
• Identifies maintenance issues and reports them following established maintenance procedures.
• Responds promptly during emergency codes in alignment with organizational standards and protocols.
• Contributes to quality improvement initiatives by sharing ideas and providing feedback.
• Ensures adherence to infection control policies and procedures through regular audits, observations, and investigations.
• Maintains strict confidentiality of resident medical and personal information in accordance with privacy legislation.
• Completes orientation upon hire and annual mandatory education as assigned.
• Supports new team members through their orientation process.
• Performs other duties as required to support operational needs.

Qualifications & Experience
• Completion of a recognized post-secondary program is an asset.
• Minimum of one (1) year office administration experience.
• Experience in a residential care or mental health environment is an asset.
• Knowledge of Labour and Employment Standards, including union and collective agreements, is an asset.
• Ability to establish effective practices in customer service and office administration.
• CPR and First Aid certification is an asset.
• Energetic and supportive leader who drives team engagement and morale while consistently leading by example.
• Communicates in an approachable and respectful manner with the temperament to deal tactfully and cooperatively in all interactions.
• Strong written communication skills with the ability to present professional documents with clarity.
• Strong organizational, planning, and problem-solving skills, with the ability to manage priorities effectively.
• Ability to manage and resolve difficult and challenging situations effectively and respectfully.
• Physical and mental ability to carry out the duties of the position including adherence to provincial health legislations.
• Ability to safely operate equipment according to established protocols.
• Computer literacy skills required.
• Flexibility to work a variety of shifts.
Conditions of Employment
• Clear Police Information Check
• Clear Vulnerable Sector Check
• Successful completion of all mandatory Provincial Health Requirements