ACCOUNTABILITY OBJECTIVE

Our Administration Office Assistants are the heart of our community – they are our guest experience ambassadors! Welcoming guests into our community with a smile, and setting the tone for their experience, Administration Office Assistants are responsible for providing exceptional customer service while upholding a high standard of excellence which represents a key value of our residences. Under the direction of the Office Manager, provides administrative support including clerical and reception duties for the effective operation of the residence.

Background/Qualifications

• Has completed a minimum of grade 12 education.


• Minimum two years experience in a receptionist or clerical role within a hospitality setting is considered an asset.


• Has proven typing and general office administration skills.


• Must be able to communicate effectively, both written and verbally, in the English language.


• Be able to work with minimal supervision and demonstrates a strong ability to problem solve.


• Has proficient computer skills (i.e. Microsoft Office Suite, Word and Excel).


• Has demonstrated multi-tasking skills and the ability to work well independently and in a team environment.


• A resident-oriented individual, whose visions and values align with those of the residence.

Key Responsibilities

• Participates in and adheres to continuous quality improvement standards.Don Mills – Administration Office Assistant 2.






• Welcomes and greets residents and visitors of the home. Answers and directs telephone calls in a professional and courteous manner.


• Assists in ordering, maintaining and monitoring of office supplies and/or store inventory.


• Fields inquiries including marketing calls and directs them to the appropriate department in a timely manner.


• Communicates with the Marketing department to ensure a smooth move-in for all residents, which includes welcome packages, resident orientation, allocation of keys, etc. In absence of marketing staff ensures appointments are booked and tours are given.


• Provides clerical support to the management team and other staff (i.e. data entry, photocopying, faxing filing, minutes, spreadsheets, etc).


• Calls residents to confirm appointments (i.e. doctor’s, beauty salon, guest meals etc.,)


• Assists with the security of the Residence by monitoring incoming and outgoing residents, guests, and other people.


• In the absence of a manager, when required, assists with schedule and call-ins as assigned.


• Ensures reception area is kept neat and tidy.


• Processes incoming and outgoing mail. Accepts and signs for deliveries and ensures accurate paperwork flow.






• Records and stores lost property.


• Implements and maintains systems for tracking guest meals, including on POS system, revenues from services, added services and special event revenue.


• Responsible for communications and public relations with residents, family members, staff and general public.


• Assisting Life Enrichment with the set-up of take-down for programs, activities and special events, as required.


• Creates and distributes the daily resident census.


• Maintains necessary contact lists (i.e. residents, emergency, family members, etc).


• Maintains effective communication, both written and verbal with co-workers. Uses the appropriate lines of communication with supervisory staff.


• Don Mills – Administration Office Assistant 3.


• Performs other duties as assigned by Office Manager or delegate.


• Complies with all corporate policies and procedures.


• Completes all required mandatory training/education.


• Complies with the Occupational Health and Safety Act, Workplace Safety and Insurance Act, and Workplace Hazardous Material Information System/Globally Harmonized System. This includes recognizing health and safety hazards, reporting incidents, fulfilling responsibilities under the applicable legislation, as well as participating in in-services and fire drills. Participates in the ongoing Fire Prevention, and Pest Control programs and any other programs as required.