OFFICE MANAGER

Home: Pinecrest Manor, Long-Term Care

Salary Range: $60,000

Status: Full-time, vacancy

Southbridge Care Homes provides exceptional acquisition, management, and redevelopment services for long-term care homes and retirement communities across Ontario. Our mission is to maintain a best-in-class portfolio that consistently delivers excellence in care and services while ensuring economic sustainability.

Reporting to the Executive Director, the Office Manager is responsible for the overall management of business and administrative operations within the home. This includes accurate financial administration, payroll, resident billing, and trust account management, as well as providing leadership in financial management practices. The Office Manager ensures compliance with legislative requirements and company policies while supporting efficient, effective, and customer-focused business services. As a key member of the home’s leadership team, the Office Manager contributes to strategic planning, operational excellence, and the delivery of high-quality service to residents, families, and staff.

The is a full-time, on-site position working Monday through Friday, 75 hours bi-weekly. As a member of the home’s leadership team, the role includes participation in the on-call rotation and may require occasional weekend work. The position may involve regular walking within the home (i.e. to resident rooms, meetings, copier room) and requires a moderate level of physical fitness. The incumbent may also need to lift and carry items of up to 50lb.

Key Responsibilities:

Financial & Administrative Leadership

• Ensure financial processes are accurate, timely, and compliant with the Nursing Homes Act, Ministry of Long-Term Care (MOHLTC) guidelines, and Southbridge policies.
• Administer and monitor payroll processes using Dayforce, including data entry, validation, and submission in accordance with corporate and legislative requirements.
• Manage the monthly resident billing & collection process, ensuring accuracy, timeliness, and the distribution of invoices to residents, families and third parties.
• Timely and accurately processing of resident payments using PointClickCare(PCC).
• Accurately enter, code and submit all accounts payable invoices in Sage.
• Manage petty cash funds and Resident Trust accounts in compliance with the Nursing Home Act, including disbursement, reconciliation, and replenishment.
• Prepare financial and statistical reports for management and government agencies as required.
• Coordinate rate reduction applications and ensure adjustments are properly applied to resident accounts.

Resident & Family Services

• Manage the financial admission process for new residents, serving as the primary point of contact for residents and families regarding all financial matters (i.e. billing, collections, trust accounts).
• Provide exceptional customer service to residents, families, and visitors, addressing inquiries and concerns with professionalism and compassion.
• Support a culture of transparency and trust in all financial and administrative interactions.

Leadership & Team Support

• Serve as a member of the Home’s Leadership Team, contributing to strategic discussions and decision-making.
• Provide guidance, mentorship, and support to leadership team within the home.
• Collaborate with clinical, operational, and corporate teams to ensure effective integration of business practices with overall home operations.
• Participate in committees and initiatives to support organizational goals and continuous improvement.
• Oversees the Receptionist role.

Compliance & Risk Management

• Ensure compliance with all relevant legislation, including the Nursing Homes Act, Employment Standards Act, Occupational Health & Safety Act, and Southbridge policies.
• Maintain accurate records and documentation to support audits, inspections, and reporting requirements.
• Implement and monitor internal controls to ensure operational integrity and safeguard assets.

Continuous Improvement

• Identify opportunities to improve processes, systems, and policies to increase efficiency and service quality.
• Support the implementation of new technologies, tools, and practices in collaboration with corporate teams.

Knowledge and Skills Required:

• Post-secondary education in Accounting, Finance, Business Administration, or equivalent experience.
• Minimum 3 years of experience in financial administration, payroll, or office management (healthcare or long-term care environment preferred).
• Experience with PointClickCare (PCC), Sage, Dayforce or other relevant systems is an asset.
• Strong financial acumen with demonstrated ability to manage payroll, accounts receivable, accounts payable, budgets, reconciliations, and reporting.
• Excellent leadership, interpersonal, and organizational skills with the ability to prioritize effectively in a fast-paced environment.
• Exceptional communication and customer service abilities, with a compassionate approach to supporting residents and families.
• Demonstrated ability to ensure compliance with policies, procedures, and regulatory requirements.
• Flexibility to participate in the manager on-call rotation schedule. More information will be provided during the interview process.
• A negative vulnerable sector check completed within 6 months of hire date.
• Completion of a 2 Step TB Skin test within the last 12 months.

We would like to thank all applicants for your interest in working as part of our team! Only those applicants selected to move forward in the recruitment process will be contacted.

Southbridge welcomes those applicants with disability related needs and those whom a need for accommodation in the recruitment process. Please provide notice of your need for accommodation to the hiring manager upon scheduling of an interview.

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