Looking for a job where you can contribute to the sum of human happiness and truly make a difference? Join us! We're crafting a purposeful, happy and vibrant seniors' community where our residents and employees flourish together.

Magnolia Gardens has been a respected leader in senior living in Langley since 2001, offering both independent living and private long-term care. We are part of Bria Communities, a local, private company that operates four vibrant retirement communities in Langley and Tsawwassen.

WHO ARE YOU?

You want to work for a company that sees people of all ages as valuable individuals, not just numbers, clients or patients. Your values include:

- Acting with respect to people of all ages, but especially older adults
- Providing elevated customer services that put seniors’ needs, comfort, and dignity first
- Being a supportive and collaborative team member who contributes your skills and knowledge to create purposeful, happy and vibrant senior communities.
- Leading the way by taking initiative, always improving, and bringing positivity to work with you every day.

WHY JOIN OUR TEAM

- Competitive wages
- Competitive extended medical & dental benefits

- Flex Days

- Discounted employee meals
- Career growth and development opportunities
- We’re locally owned and operated
- A culture where feedback from employees leads to real change

Shifts: 8:00am - 3:30pm (5 on, 2 off)

Summary

Reporting to the Director of Care, the Administrative Assistant performs a variety of duties, including providing administrative support for the Director of Care (DOC). Supports the DOC in ensuring baseline staffing is maintained, updates schedules as necessary and ensures accuracy and timely submission of the time and attendance data for payroll processing within the Dayforce Software. In addition this role will assist managers in the preparation of confidential resident correspondence and other reports.

This position requires an in-depth understanding of onsite Employee Management Systems (EMS)



policies and procedures and will require a strong working knowledge of general / medical office processes and procedures.

Key Responsibilities

- Ensures that all onsite EMS procedures are completed in accordance with policy
- Ensures the accuracy and completeness of time capture data daily
- Ensures the accuracy and completeness of onsite EMS data
- Ensures the timely completion and submission of onsite EMS data and paperwork
- Verifies staff time and attendance daily; Maintains approved staffing levels, including covering sick calls and vacation/leave requests and updating shift changes in scheduling system
- Monitors, maintains and updates EMS schedules
- Assists with training for EMS system upgrades, new users and other EMS process changes as required
- May provide scheduling and time & attendance support as required
- Coordinates the flow of paperwork for resident move-ins and outs to Head Office
- Prepares refund requests
- Receives and reviews monthly census from Finance team and reviews against the monthly rent roll
- Coordinates the communication of service changes and other associated resident fee changes to Head Office
- Performs various computer and filing duties, including but not limited to correspondence, newsletters and calendars, admission forms, resident records and personnel documents
- Collects monthly rent cheques, distributes rent receipts to residents (if applicable).
- Maintains resident comfort fund accounts and communicates with the financially responsible parties regarding any outstanding payment issues.
- Ensures payment is made on incoming resident invoices; prepares and distributes month end invoices to residents, as well as Comfort Fund statements for monthly top-ups as needed




- Ensures incoming Vendor invoices are coded and submitted for processing through Yardi
- Delivers mail to residents and/or family members
- Processes service provider invoices and ensures fees paid are offset in Comfort Fund Accounts. Maintains office and linen supply levels through an inventory review and ordering system.
- Maintains the financial, business and contract records for residents that would not pertain to their medical record.
- Ensures office equipment and supplies are used and stored in a safe and efficient manner. Reports any unsafe or faulty equipment to the designated supervisor. Ensure office equipment and designated work areas are kept clean and tidy.
- Maintains a current knowledge of facility policies and procedures
- Ensure residents' rights of privacy and confidentiality are maintained, except in the proper operation of the business
- Ensure that proper security procedures are followed in the handling and storage of all confidential material
- Must be familiar with the fire and emergency procedures
- Perform other related duties as required

Education & Experience

- Minimum Grade 12 plus post-secondary education in office administration and two (2) years' recent related experience with payroll, scheduling and accounting preferably in the Health-Care Industry.

Dementia education and/or training is preferred.

Required Knowledge, Skills and Abilities

- Physically and mentally able to carry out the assigned duties
- Understanding of Time, Attendance and Scheduling process

- Good understanding of employment and advantages policies and procedures
- Demonstrated skills in Google Workspace
- Respects and maintains the spirit, dignity and individuality of the residents

- Ability to establish and maintain good interpersonal relations by displaying, tact, courtesy and patience with residents, coworkers, superiors, visitors and volunteers in the workplace
- Ability to organize and prioritize the daily workload in an effective and efficient manner and work independently with a minimum of supervision

MAG1

📌 Administrative Assistant, Care (Full-time) - Magnolia Gardens (Langley)
🏢 Century Group
📍 Langley