Administrative Office Assistant

BACKGROUND/QUALIFICATIONS

• Minimum of grade 12 education required.
• Minimum two years experience in a receptionist or clerical role within a hospitality setting is considered an asset.
• Basic bookkeeping experience is preferred.
• 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.
• 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).
• Assists with the security of the Residence by monitoring incoming and outgoing residents, guests, and other people.
• 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.
• Performs other duties as assigned by the 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.