Office Manager

Job Description

Job Description

The Office Manager is responsible for all aspects of office routines and clerical duties for residents and employees in the retirement residence. The Office Manager will assist in maintaining a safe and secure environment for residents, visitors and other staff members.

The responsibilities of this role include but are not limited to:

• Responds to resident or family member inquiries/concerns and ensures appropriate action is taken within decision‑making authority and/or brings to the attention of the General Manager;


• Oversees and coordinates front desk staff;


• Participates as a member of the work team and provides support to other team members;


• Maintains a complete set of accounting records for the residence;


• Prepares all resident billings;


• Handles all queries concerning billings and payments from residents and/or their family members;


• Performs payroll duties necessary for the calculation of accurate wages and salaries of all staff;


• Maintains employee records of hours worked, days absent, vacation, statutory holidays and sick time;


• Prepares bank deposits;


• Welcomes and orients new residents, family members and other visitors;


• Effectively communicates and interacts with residents, family members, visitors and volunteers in a courteous and professional manner;


• Understands and follows all health and safety policies and procedures (including residence’s fire and safety programs). Works safely to reduce the risk of injury to self, other staff members and residents. Promptly reports all actual or potentially hazardous situations;


• Sorts incoming mail daily for distribution to residents and other departments and manages outgoing mail;


• Organizes workflow through administrative office, coordinates meetings and schedules appointments as required;

The ideal candidates will possess:

• Minimum of 2 years’ of related experience;


• Successful completion of post secondary diploma or certificate program in financial management or bookkeeping;


• Previous accounting/bookkeeping experience;


• Previous experience in a retirement or health care environment considered an asset;


• Empathy for and understanding of the needs of the seniors and/or individuals with disabilities;


• Ability to interact with all levels of staff, residents and their family members, and other professionals with a high degree of patience and tolerance;


• Good communication skills (both written and verbal);


• Initiative, good judgment and supervisory abilities;


• Good computer skills including proficiency in Microsoft Office with a working knowledge of Excel and Word.

About Us

At Chartwell, we’re all about Making People’s Lives BETTER: the lives of our residents and their families, and the lives of our employees. Join an exceptional group of diverse, inspiring, and caring people who are empowered to provide personalized, human experiences for our residents and staff through the connections they make every day within our communities.

Chartwell’s commitment to diversity and inclusivity is a commitment to hiring people whose skills and abilities contribute the most to the success of the organization and who reflect the communities in which we live and work. We are an equal opportunity employer and welcome applications from a wide range of qualified candidates, including people with disabilities. If you have questions or require assistance with the application process, please email accessibility@chartwell.com or call 1-888-663-6448.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.