Office Manager

Connecting Care (2000) Inc.•Edmonton, AB

41d

About The Position

At Connecting Care, we proudly embrace The Eden Alternative™ philosophy as a guiding force for every facet of community operations. This revolutionary approach to care prioritizes resident directed principles, fostering an environment that goes beyond meeting physical needs to truly enhance the well-being of our residents. We offer range of services, including senior living community operations. We enrich the lives of older adults through innovative care models and value-based care. Founded in rural Alberta, our commitment to care exceeds expectations – we are dedicated to creating a vibrant, inclusive, and compassionate environment for seniors and our employees. With a mission to build and operate person-directed communities, we value individuality, dignity, knowledge, hospitality. Role Overview The Office Manager provides comprehensive customer service to partners and guests and IT support to Employee Care Partners (ECPs) across Communities, and Home Office. Reporting to the CEO, this role plays a key part in developing strong relationships; maintaining the flow of communication within the office; and supporting leadership with administrative tasks for smooth day-to-day functioning of the office; and ensuring alignment with the organization’s mission, vision, strategic objectives, and the Eden Alternative Philosophy. The Office Manager will also act as the point person for organizational IT and technology needs, understanding and liaising with home office, community, and our provider to ensure systems and equipment are up to date. Operating with a high degree of independence, the Office Manager is a subject matter expert within their portfolio, balancing multiple priorities in a fast-paced environment. Proficiency in office administration, IT management, and department coordination is essential for success.

Requirements

Bachelor’s degree in business administration or related field.
Certificate or diploma in digital literacy and IT.
Must be able to read, write, and speak fluently in English.
Current clear criminal record check.
Minimum 5 years’ experience in office management, executive assistant, or senior administrative role.
Minimum 5 years' experience managing or overseeing complex IT systems, such as EHR.
Minimum 5 years’ recent experience in using the following programs: Microsoft Word, Excel, Outlook, SharePoint, Yardi.
Demonstrated customer service experience and project coordination.
Ability to manage multiple priorities and maintain confidentiality.
Strong communication, interpersonal, and analytical abilities.
Ability to adapt and thrive in a dynamic environment.
Known for discretion, problem-solving, and relationship building.

Nice To Haves

Project Management Professional.
Experience working with Yardi, or other IT systems.
Current familiarity with the Eden Alternative Philosophy and the Domains of Well-Being is preferred.

Responsibilities

Deliver exceptional customer service to residents, families, vendors, partners, and clients that visit Home Office.
Responsible for home office correspondence, responding to general inquiries over email, and answering the phone; directing the communication to the appropriate person.
Oversee office procedures and systems, identifying areas of improvement and recommending a course of action to management.
Manage office supplies, equipment, and inventory, restocking when necessary.
Oversee office maintenance and repairs.
Coordinate and plan for office services, such as equipment, supplies, forms, disposal of assets, parking, maintenance, and security services.
Coordinate and book travel and accommodation for ECPs, ensuring cost effectiveness and tracking documentation.
Assemble data and prepare periodic and special reports, manuals, and correspondence.
Draft, edit, and proofread professional correspondence, manage multiple calendars and schedules, and provide administrative support to various projects.
Coordinate bank deposits and support basic financial administration.
Consolidate and manage digital storage, MS Teams channels, and SharePoint files.
Create, update, and store project records, meeting minutes, and progress reports.
Schedule meetings, manage team calendars, and set up the project team for success.
Tracking project progress, manage timelines, and address potential issues to ensure objectives are met.
Track project expenses, audit, and order necessary resources.
Act as the main point of contact between project teams, stakeholders, and clients.
Coordinate quality controls and report project performance.
Optimize project management tools, dashboards, and flowcharts to maximize effectiveness and efficiency.
Act as the primary liaison with the company IT provider.
On a project basis, understand community and home office IT needs, communicate with the IT provider, and assist with the solution.
Lead project management of IT capital initiatives.
Monitor organizational compliance with licensing, security standards, and IT training requirements.
Support improvements to cyber security, system security scores, and data integrity.
Oversee system configuration and setup for new communities.
Support implementation and conversion to electronic health records.
Monitor user access and permissions within organization systems.
Ensure appropriate access for third-party partners while maintaining security standards.
Coordinate IT integration or new or transitioning communities.
Facilitate meetings between our IT provider and Community for project planning.
Ensure key stakeholders are advised and engaged in IT changes and project work.
Ensure projects align with IT capital budgets.
Provide finance with the requested annual IT capital forecasting.
Manage IT projects based balancing urgency, importance, and costs.