Receptionist - Part-Time

WHO ARE WE?
At peopleCare Communities, we are inspired by what is possible when great people come together with purpose. For more than 50 years, we have been building caring, supportive long-term care and retirement living communities across Ontario where residents, families, and team members can truly thrive.

We are proud to be recognized as one of Canada’s Best Managed Companies and to hold Exemplary Standing through Accreditation Canada’s Qmentum program. These recognitions speak to our commitment to excellence, innovation, strong leadership, and a culture that believes in continuous growth and limitless potential.

This posting is for one part-time receptionist.

THE ROLE

As a member of the peopleCare team, the Receptionist provides administrative and reception support to the Home while ensuring efficient office practices and exceptional customer service. This position serves as the first point of contact for residents, families, visitors, staff, contractors, and community partners, representing the organization's mission, vision, and values in a professional and welcoming manner.

The Receptionist supports resident services, administrative functions, communication processes, and office operations. Responsibilities may vary based on the size, operational requirements, and staffing structure of the Home.

Reports to: Office Manager

Hourly: $19.25

RESPONSIBILITIES

Reception and Customer Service

• Answering telephones, screening and directing calls, taking messages, and responding to routine inquiries.

• Greeting residents, families, visitors, contractors, volunteers, and service providers in a professional and courteous manner.

• Monitoring resident and visitor movement throughout the Home and ensuring visitor sign-in/sign-out procedures are followed.

• Directing emergency responders, visitors, and contractors to appropriate locations within the Home.

• Scheduling and coordinating tours of the Home.

• Managing room bookings and maintaining shared calendars as required.

• Providing information and assistance to residents, families, and visitors.

• Maintaining a clean, organized, professional, and welcoming reception area.

Administrative Support

• Preparing, photocopying, scanning, filing, faxing, laminating, and distributing documents as required.

• Receiving, sorting, distributing, and processing incoming and outgoing mail, courier deliveries, packages, and resident correspondence.

• Signing for deliveries and coordinating delivery distribution within the Home.

• Monitoring office supply inventory and assisting with ordering and replenishment of supplies.

• Maintaining photocopier, printer, and fax areas to ensure supplies are stocked and equipment remains organized.

• Assisting with the preparation of resident admission packages, welcome packages, and tour packages.

• Assisting with resident admission documentation, scanning and uploading records into electronic systems.

• Maintaining communication boards, sign-in sheets, binders, and administrative tracking tools.

Resident Financial and Trust Account Support

• Assisting with accounts payable and accounts receivable processes as requested.

• Processing daily resident trust account deposits and withdrawals in accordance with established procedures.

• Maintaining trust account documentation and obtaining required signatures.

• Assisting with resident billing activities and month-end processes.

• Processing resident service charges and preparing receipts as required.

• Assisting with the maintenance and balancing of petty cash or tuck shop cash accounts where applicable.

Resident Information and Records Management

• Updating resident information within electronic systems.

• Processing health card updates, renewals, replacements, and related documentation.

• Coordinating correspondence with government agencies regarding admissions, transfers, discharges, and deaths.

• Taking resident photographs and preparing identification materials, labels, door tags, and emergency records.

• Updating emergency binders, emergency contact information, resident identification materials, and related records.

• Maintaining resident notification systems and communication platforms.

Operational Support

• Monitoring reception, lobby, and common areas to ensure cleanliness, safety, and security.

• Maintaining visitor supplies, infection prevention and control resources, hand sanitizer stations, masks, and related materials.

• Supporting resident and family events and activities as requested.

• Coordinating wheelchair availability and other visitor or resident assistance requirements.

• Assisting with care conference scheduling, communications, mailings, and appointment coordination.

• Maintaining attendance records, communication logs, and operational tracking documents.

• Assisting with staff scheduling coverage, as needed.

• Providing backup administrative support to other departments as required.

Health and Safety

• Ensuring the reception workstation is maintained in a safe manner and complies with Occupational Health and Safety requirements.

• Following all infection prevention and control practices, emergency procedures, and organizational policies.

• Reporting safety concerns, incidents, hazards, and equipment issues promptly.

• Maintaining confidentiality and privacy in accordance with legislation and organizational policies.

EDUCATION AND EXPERIENCE

• Grade 12 Diploma or equivalent.

• Post-secondary education in Office Administration, Business Administration, or a related field is considered an asset.

• Previous experience in a reception, customer service, administrative support, or business office environment.

• Experience handling cash, trust accounts, accounts payable/receivable, or bookkeeping is considered an asset.

• Proficiency with Microsoft Office applications and electronic record management systems.

• Demonstrated ability to communicate effectively with residents, families, staff, and visitors.

• Strong organizational, customer service, and multitasking skills.

• Ability to maintain confidentiality and professionalism at all times.

Thank you for your interest in joining peopleCare. We are excited to learn more about you and the experience you would bring to our team.

peopleCare is committed to an inclusive and accessible recruitment process. Accommodations are available upon request for candidates taking part in all stages of the recruitment and selection process.

This posting is for an existing vacancy. peopleCare does not use artificial intelligence to screen, assess or select applicants. Applications are reviewed by members of our recruitment team.