Scope of Position

The Office Administrator oversees all office operations, financial administration, payroll processing, rent administration, resident admissions, and reception coordination within the Home.

Key Responsibilities

Leadership

- Oversee and coordinate reception staff to ensure productive front-desk operations.

- Participate as a member of the Home’s leadership team and provide support to fellow team members.

- Motivate staff through positive leadership and lead by example.

- Participate in the recruitment, onboarding, and training of reception staff.

Resident Relations and Admissions

- Serve as the primary point of contact for visitors, families, and callers, providing professional direction and assistance.

- Support public relations, staff relations, and resident care initiatives within the Home.

- Coordinate the admissions process for incoming residents, liaising with families, healthcare providers, and internal departments.

- Prepare and process all internal admissions documentation, ensuring accuracy and completeness.

- Maintain organized admissions files, ensuring all required forms, consents, and agreements are obtained and properly filed.

Budget and Financial

- Prepare and issue all resident billings.

- Address billing and payment inquiries from residents and their families.

- Process payroll using Payworks software, including pay runs, employee deductions, statutory remittances, and year-end reporting.

- Track and maintain employee records, including hours worked, absences, vacation, statutory holidays, and sick time.

- Prepare and process all bank deposits.

- Reconcile petty cash on a regular basis, ensuring all expenditures are properly documented and accounted for.





- Prepare and submit financial reports, records, and supporting documentation to the external accountant as required.

- Liaise and coordinate with Program Supervisors at the City of Cornwall regarding city subsidy documents, ensuring timely submission and compliance with municipal requirements.

Rent Administration

- Collect and process rent payments via online banking software, ensuring timely and accurate recording of all transactions.

- Maintain and update rent rolls, tracking rental rates, payment status, and unit occupancy.

- Prepare and issue rent increase notices in accordance with applicable legislation and organizational policies.

- Draft and issue required notices and eviction documents in compliance with the Residential Tenancies Act and internal procedures.

- Monitor outstanding rent arrears and coordinate collection efforts.

Marketing and Occupancy

- Welcome and orient new residents, families, and guests to the Home.

- Respond to inquiries from prospective residents, family members, and guests as required.

- Conduct tours and site visits for prospective residents as required.

Operational and Administrative Systems

- Maintain accurate daily records.

- Ensure confidentiality of all financial, personnel, and resident information.





- Provide administrative support to the General Manager as required.

- Manage incoming and outgoing telephone inquiries.

- Sort and distribute incoming mail to residents and departments; manage outgoing mail.

- Prepare correspondence, including confidential materials; compose routine correspondence independently.

- Organize and prioritize workflow through the administrative office.

- Coordinate meetings and schedule appointments as required.

- Complete routine forms as required or directed.

- Maintain adequate inventory of office supplies.

- Perform other duties as assigned by the General Manager.

Qualifications

Education / Experience

- Completion of a financial management or bookkeeping diploma or certificate (asset).

- Minimum two (2) years of related administrative or office management experience.

Skills and Abilities

- Demonstrated experience in accounting and/or bookkeeping.

- Proficiency with Payworks payroll software (asset).

- Familiarity with online banking platforms for rent collection and financial transactions.

- Knowledge of the Residential Tenancies Act and related landlord-tenant legislation (asset).

- Empathy for and understanding of the needs of the elderly and/or persons with disabilities.

- Strong interpersonal skills with the ability to relate effectively to staff, residents, families, and external professionals.

- Excellent oral and written communication skills with demonstrated public relations ability.

- Proficiency in Microsoft Office applications, including Word and Excel.

Pay: From $43,500.00 per year

Benefits:

- Dental care
- Extended health care
- Paid time off
- Vision care

Work Location: In person

📌 Office Administrator (Cornwall)
🏢 Heritage Suites & Heights
📍 Cornwall