Columbus Residence is looking for an organized, dynamic team member to join us in this new role of Office Admin Assistant. If you are looking to make a difference in the lives of Seniors living in Long Term Care as part of a caring community, with strong communication and administration skills, we look forward to hearing from you.

Columbus Residence is a faith-based organization providing Long-Term care. We are called to continue the healing ministry of Jesus and are committed to provide holistic, compassionate care in a multicultural, homelike environment. Our vision is to be a home alive with hope, joy, meaning and motivation; entrusted to provide compassionate quality care to the community we serve.

The Office Admin Assistant is the primary point of contact for residents, families, staff and visitors. The Office Admin Assistant delivers courteous and professional customer service and front desk operations; and performs a variety of clerical support functions to assist administration and corporate services. Additionally, this position offers coverage for the scheduling office during the scheduler's absence.

Key Responsibilities:

Front Desk & Customer Service

- Greet residents, visitors, and staff in a friendly and professional manner
- Answers and directs incoming phone calls and emails promptly and accurately
- Provides information about the care home, services, and visiting policies
- Maintains a welcoming and respectful front desk atmosphere

· Manages incoming and outgoing mail and deliveries · Issues and returns keys from reception lock box

· Maintains key inventory and database

· Receives and documents RSVPs for special events

· Arranges and delivers Columbus Residence tours

Administrative Support

Finance and Corporate services

· Maintains and processes resident comfort funds





§ Requests and receives deposits from residents or their financial contacts

§ Processes comfort fund charges

§ Prepares and distributes monthly comfort fund account statements to residents or their financial contacts

§ Answers inquiries related to comfort funds accounts

§ Follows up on comfort fund accounts in arrears

§ Assists with maintaining and balancing resident comfort fund petty cash account and making disbursements

· Distributes annual resident user fee letters from VCH to the residents and families

· Assists with resident annual tax letter drafting and distribution

· Under the supervision of the Director of Finance & Corporate Services, supports our independent housing operations, including:

§ Maintaining waitlist

§ Drafting and submission of reports upon signature and approval

§ Assisting with annual Rent Reviews process

· Supporting fundraising initiatives by assisting with issuing and distributing tax receipts, and maintaining fundraising database

· Maintaining and ordering general office supplies following established procedures

· Act as liaison with Steelhead and Adaptive for printer maintenance related issues

· Perform data entry, filing, and basic record management as needed

· Monitoring accounting inbox and assisting with cheque run clerical duties during absences of the Finance Coordinator

General Administrative





· Acts as the main backup for emergent scheduling duties during the Scheduler’s absence to allocate and call in relief staff in accordance with collective agreements.

· Maintain accurate records of staff attendance, overtime, and timekeeping for payroll purposes by completing the Time Scan Variance report. Liaise with Payroll to address discrepancies

· Maintain and update relief staff records, including contact information and availability

· Assist with newsletter content and distribution

· Maintain event calendar and meeting room booking system

· Support leadership with clerical duties as needed.

Examples

· Drafts and types correspondence, sets up and maintains records, parking database and filing systems, type and circulate notices and memos, supply ordering

· Creates signage, calendars, special menus and notices to post

· Updates lists and files for new admissions and room changes

· Act as support and liaison for website updates

· Performs other related duties as assigned

Qualifications:

(1) Education Training and Experience

Grade 12 and three years’ recent related experience or an equivalent combination of education, training and experience.

(2) Skills and abilities

- Ability to type at 55 w.p.m.
- Ability to communicate effectively both verbally and in writing
- Ability to deal with others effectively
- Physical ability to carry out the duties of the position
- Ability to organize work
- Ability to operate related equipment
- Knowledge of Microsoft products including Excel, Work, Outlook, Teams an asset
- Knowledge of scheduling software, ie. ComVida an asset
- Experience multitasking and handling a high-volume front desk environment an asset
- Strong attention to detail an asset

Pay: $30.28 per hour

Benefits

- Dental care
- Extended health care
- Life insurance
- In office parking
- Paid time off
- Vision care

Work Location: In person

📌 Reception and Administration Assistant - Long Term Care Home (Vancouver)
🏢 Columbus Residence Long Term Care Home
📍 Vancouver