Business Office Coordinator

Job Description

BUSINESS OFFICE COORDINATOR

Amica Dundas

Temporary Full- Time ( 6-month)

Amica embraces pay-for-performance compensation philosophy and offers a competitive total compensation package designed to reward performance.
Expected Salary Range: $55,000 - $69,000
Benefits: Comprehensive health, dental, and vision coverage, retirement plan contributions, disability,and employee wellness programs.
Vacation: Generous annual vacation entitlement, aligned with company policy.
Compensation is determined based on skills, experience, and qualifications. Candidates whose experience surpasses the expectations for this role may be eligible for compensation above the advertised range.

Established in 1996, Amica Senior Lifestyles operates over 30 senior living residences in British Columbia and Ontario, while continuing to grow in select markets. We offer Independent Living (IL), Assisted Living (AL) and Memory Care (MC) lifestyle options, along with Long Term Care (LTC) in BC. We combine expert care with unparalleled premium hospitality and amenities for a personalized senior living experience.

At Amica, our values are at the heart of all we do. We are privileged to spend our days enriching the lives of seniors, their families and each other. We celebrate diverse perspectives, lived experiences, and we are committed to fostering an inclusive environment where everyone feels they belong.

We welcome applicants from all backgrounds, including those of all religions, ethnicities, people of diverse sexual and gender identities and expressions, Black, Indigenous, Racialized People, and Persons with Disabilities.

Become part of a team where you can make a real impact in the lives of others each and every day.

Job Summary

The Office Manager is responsible for the efficient and effective operation of the business office at the residence. This role provides comprehensive administrative, accounting, payroll, and people-support services while acting as a key liaison between residents, families, team members, and the Support Office. The Office Manager ensures financial accuracy, regulatory compliance, confidentiality, and a welcoming front-of-house experience, while supporting a culture of service excellence aligned with Amica’s values.

Key Responsibilities

Administrative & Office Operations

• Maintain confidential financial, resident, and team member records in accordance with privacy legislation and company policy.
• Manage office workflows, filing systems, and internal documentation.
• Complete and submit required documentation for government agencies and industry partners as directed by the General Manager.
• Maintain office supply inventory and order supplies from approved vendors.
• Prepare Rental Agreements and ensure all documentation received for move-ins
• Prepare internal reports and correspondence for the General Manager as required.

Accounting & Payroll

• Manage accounts payable and receivable, including resident billings and invoice processing.
• Manage Bank Deposits
• Liaise with residents and families regarding financial matters, providing clear explanations and timely follow-up.
• Process payroll accurately and on time, including rate changes, status changes, and employee records.
• Maintain accurate records of team member schedules, sick time, and attendance in collaboration with the local leaders.
• Submit all required payroll and benefits documentation to the Support Office and external agencies (e.g., Service Canada, benefits providers).

Team Member Support & Leadership

• Support recruitment, onboarding, and orientation of new team members with local leaders.
• Ensure all Team Member files are complete, renewals are received in timely manner
• Ensure Annual Training completed
• Identify training and development needs to support team engagement and growth.

Communication & Leadership Support

• Keep the General Manager informed of issues, risks, or unusual matters, recommending solutions when appropriate.
• Build effective working relationships with residents, families, team members, and external partners.
• Perform all duties in accordance with Amica policies, procedures, and values.

Health, Safety & Compliance

• Ensure a safe, healthy, and compliant work environment.
• Adhere to all applicable health and safety legislation, policies, and procedures.
• Promote safe work practices for self and others.

Other Duties

• Perform other related duties as assigned, consistent with the scope of the role.

Qualifications

Experience

• Experience in an administrative, office management, or bookkeeping role

Knowledge & Technical Skills

• General office procedures, practices, and equipment
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Payroll and electronic billing systems
• Filing and records management systems
• Understanding of relevant legislation, including employment standards, privacy, and health & safety
• Familiarity with senior living operations considered an asset

Competencies, Skills & Abilities

• Strong administrative, bookkeeping, and payroll skills
• Ability to motivate a diverse team
• Excellent verbal, written, and interpersonal communication skills
• Strong organizational and time management abilities
• Ability to handle sensitive and confidential information with discretion
• Sound judgement and problem-solving skills
• Ability to resolve issues calmly and professionally
• Resident-focused mindset with a high standard of service excellence

Personal Suitability

• Genuine passion for serving seniors
• Professional, approachable, and responsive
• Trustworthy and dependable
• Takes initiative and demonstrates commitment to excellence
• Resident-centred and values-driven

Preferred Qualifications

• Experience with Yardi or similar electronic billing systems

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