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Added 2 hours ago
ZR
Office Administrator
Zeno Renewables
Calgary, AB
- Full-time
Zeno Renewables Inc. | Calgary, Alberta | Full-time, in-office
Added 3 hours ago
RP
Receptionist / Admin Assistant
RECRUITMENT PARTNERS INC.
AB · Edmonton, AB
- Full-time
Our client is seeking a Receptionist / Admin Assistant to support daily office operations, customer communication, and project coordination within a fast-paced environment. This role is…
Added 3 hours ago
CG
Manager In Training - Mobilization
Compass Group Canada
Mississauga, ON
- Full-time
Works with the Mobilization Specialist – IT & Technology to set up office computers, scanners, printers, POS back office, and other equipment as needed.
Added 3 hours ago
Warranty Advisor
Kia Corporation
Mississauga, ON
Minister virtual 1:1 or small-group training sessions for dealers’ warranty admin staff.
Added 3 hours ago
CO
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City of Saint John
Saint John, NB
- Temporary
…Maybe you would like to broaden and vary your experience in office administration and work somewhere where you will both serve the public and make connections with lots of different…
Added 3 hours ago
CC
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- Full-time
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Added 4 hours ago
Health Promoter - Public Health
Nova Scotia Health and IWK Health
Port Hawkesbury, NS
Location: Eastern Zone, Port Hawkesbury Public Health Office
Added 4 hours ago
TT
Warehouse Administrator - 12 Month Contract
Traffic Tech
Hamilton, ON
- Contract
Working out of our Hamilton office in Ontario, we are looking for our next Warehouse Admin to join our team on a 12-month contract. You will work directly with the Warehouse team, providing…
Added 5 hours ago
Office & Correspondence Coordinator
University of Toronto
Toronto, ON
Under the direction of the Office Manager & Executive Assistant to the President, the Office & Correspondence Coordinator serves as the primary coordinator for the day-to-day administrative…
Added 5 hours ago
D
Director, IT Ops
DuckDuckGo
Remote, Canada
- $243,800 USD / year
- Full-time
- Remote
Experience supporting cloud and SaaS applications, including Office 365, connected via Entra SSO / IDP, SharePoint, etc.
Added 5 hours ago
R
Senior Manager Regulatory Engagement
RBC
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- Full-time
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Added 5 hours ago
JZ
Bilingual Customer Service Representative / Office Admin
Job Zone d'emploi
Cornwall, ON
- Contract
As our Bilingual Customer Service Representative / Office Admin, you'll be one of the first points of contact for people connecting with Job Zone d’emploi. You'll answer and direct…
Added 6 hours ago
NC
Quality Assurance Lead
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Toronto, ON
- Full-time
Proficient competency with Microsoft Office Applications, including Excel, Outlook, Word, and PowerPoint.
Added 6 hours ago
Secretary D - Primary Health Care
Nova Scotia Health and IWK Health
Halifax, NS
The incumbent provides office, secretarial, and administrative support to Mumford Professional Centre patients and team members in the Primary Health Care Department within Nova Scotia…
Added 6 hours ago
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Senior Analyst, Data Risk and Control
RBC
Bedford, QC · Halifax, NS
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Added 6 hours ago
F
Director of People & Culture / Directeur(trice), talent et culture
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Montreal, QC
- Full-time
…organization. You'll also own our policies, performance cycle admin & reporting, role framework management, compliance, and lead and coach our People & Culture…
Added 7 hours ago
MC
Billing Analyst
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AB · Edmonton, AB
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Provide Training/Support to Billing Team and Site Admin Team.
Added 7 hours ago
MI
Intermediate Full-Stack Developer
Method Integration Inc.
Remote, Canada
- $70,000 to $90,000 CAD / year
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Added 7 hours ago
HM
Family Practitioner/General Practitioner
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Added 8 hours ago
P
Office Manager
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Toronto, ON
- Full-time
You've been the go-to admin and office lead at a 20 to 150 person company. Tech, hardware or health is a plus
Added 8 hours ago
TT
Warehouse Administrator
Traffic Tech Inc.
Hamilton, ON
- Full-time
Working out of our Hamilton office in Ontario, we are looking for our next Warehouse Admin. You will work directly with the Warehouse team and you will help to provide them with assistance…
Added 9 hours ago
MP
Warehouse Lead - Afternoons
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Monitors status of incoming orders with receiving management and admin.
Added 10 hours ago
HM
Family Practitioner/General Practitioner
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…required for minor procedures including an autoclave. A great office staff including Office Manager, 2 MOA’s and a Receptionist will help you settle in, and support your administrative…
Added 10 hours ago
HM
Family Practitioner/General Practitioner
Health Match BC
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Added 10 hours ago
HM
Family Practitioner/General Practitioner
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Optima Living

Administration Manager - Part Time

Sherwood Park, AB, Canada

Part-time

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Job details

Job type: Part-time
Posting language: English
Posted: Oct 9, 2026

Original job description

About Optima Living
Founded in 2007 by two friends inspired by their families’ dementia journeys, Optima Living was created to provide a more home-like experience in seniors housing and care. What began as a personal mission has grown into one of Western Canada’s leading senior living and continuing care providers.

Today, Optima Living offers Independent Living, Assisted Living, Supportive Living, Long-Term Care, Brain Health, and Memory Care across Alberta and British Columbia. Our innovative approach includes Spark, Your Wellness, Your Way; our proprietary brain health and care model. As the only Top 10 Canadian senior living and care provider focused exclusively on Western Canada, we proudly serve more than 6,000 residents.

Guided by our North Star, Let us welcome you home™, we are committed to People, Place, and Community. With a resident-first philosophy and a focus on innovation, we are redefining aging with purpose creating communities where seniors live with dignity, connection, and joy.

Position Summary
Reporting to the General Manager, the Administration Manager oversees administrative operations, resident business functions, and community accounting, ensuring efficient processes, Human Resources support, accurate documentation and strong communication to support residents, families, and team members.

All duties and responsibilities are carried out in alignment with Optima Living’s mission, vision, and values, promoting person-centered care by respecting the uniqueness, dignity, and self-determination of residents to promote maximum personal and functional independence. These duties are performed within the framework of established organizational policies and procedures, industry best practices, while adhering to applicable regulations and standards.

Responsibilities
Leadership and Team Oversight

Provides leadership, direction and mentorship to the administration team.
Conducts and attends team meetings; serves on committees as applicable.
Ensures team members comply with all relevant Occupational Health and Safety regulations.

Core Deliverables
Admin Support

Provides confidential administrative support to the leadership team as applicable.
Ensures effective communication across functions (department) to support the operations as applicable.
Organizes team and leadership meetings, including preparing agendas, recording minutes, and distributing documentation as applicable.
Supports the General Manager in the incident and complaint reporting processes as applicable.
Supports the Community Relations Coordinator in providing tours of the community as needed.

Resident Business

Manages resident move ins and move outs, including reviewing contracts and financial records, addressing inquiries, and coordinating documentation.
Manages rent rolls, monthly statements, and resident payment transactions ensuring timely submission to the regional office.
Maintains resident comfort funds and rental adjustments for funded beds, while communicating changes to residents as needed.
Prepares and submits reports, including the daily census, Health Authority reporting, and other required documentation.

Community Accounting

Manages the accounts payable and receivable processes, including invoice submission, overdue accounts, petty cash, and payments for guest meals and suite bookings.
Acts as the main contact for financial inquiries, addressing supplier and business support service concerns.

Human Resources

Interviews and hires qualified administration personnel in consultation with the General Manager as applicable.
Assists other hiring managers in the recruitment and onboarding processes as applicable.
Supports functional leaders with benefits eligibility, tracking probationary hours, performance reviews, wage increases and incentive programs as applicable.
Maintains accurate and updated personnel records.

Optima Community Engagement

Ensures communication with residents, families and team members is managed effectively, with empathy and responsiveness.
Collaborates with other team leads within the community to ensure that goals and planned changes are monitored and reviewed.
Solicits regular resident and family feedback from surveys and other means.

Budget and Financial

Maintains budget allocation in conjunction with the General Manager.

Quality Assurance

Participates in organizational audits and quality improvement initiatives.
Maintains accurate records by ensuring necessary documentation and reporting systems are in place.

General

Promptly reports unsafe conditions, incidents, or concerns to supervisor, General Manager or Health & Safety Committee.
Identifies maintenance issues and reports them following established maintenance procedures.
Responds promptly during emergency codes in alignment with organizational standards and protocols.
Contributes to quality improvement initiatives by sharing ideas and providing feedback.
Ensures adherence to infection control policies and procedures through regular audits, observations, and investigations.
Maintains strict confidentiality of resident medical and personal information in accordance with privacy legislation.
Completes orientation upon hire and annual mandatory education as assigned.
Supports new team members through their orientation process.
Performs other duties as required to support operational needs.

Qualifications & Experience

Completion of a recognized post-secondary program is an asset.
Minimum of one (1) year office administration experience.
Experience in a residential care or mental health environment is an asset.
Knowledge of Labour and Employment Standards, including union and collective agreements, is an asset.
Ability to establish effective practices in customer service and office administration.
CPR and First Aid certification is an asset.
Energetic and supportive leader who drives team engagement and morale while consistently leading by example.
Communicates in an approachable and respectful manner with the temperament to deal tactfully and cooperatively in all interactions.
Strong written communication skills with the ability to present professional documents with clarity.
Strong organizational, planning, and problem-solving skills, with the ability to manage priorities effectively.
Ability to manage and resolve difficult and challenging situations effectively and respectfully.
Physical and mental ability to carry out the duties of the position including adherence to provincial health legislations.
Ability to safely operate equipment according to established protocols.
Computer literacy skills required.
Flexibility to work a variety of shifts.

Conditions of Employment

Clear Police Information Check
Clear Vulnerable Sector Check
Successful completion of all mandatory Provincial Health Requirements

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More about this job

Responsibilities

The Administration Manager oversees daily administrative operations, resident business functions, and community accounting to ensure efficient facility processes. They also provide leadership to the administration team and support human resources activities including recruitment and onboarding.

Requirements

Candidates should have at least one year of office administration experience and a post-secondary education is considered an asset. Strong organizational skills, computer literacy, and the ability to communicate effectively in a residential care environment are required.

Skills

Office Administration
Leadership
Financial Management
Human Resources
Customer Service
Communication
Problem-solving
Organizational Skills
Accounting
Record Keeping
Conflict Resolution
Computer Literacy
Team Mentorship
Regulatory Compliance
Infection Control

Visa sponsorship

Not detected in the job text

Keywords

Administration
Senior Living
Residential Care
Accounts Payable
Accounts Receivable
Human Resources
Recruitment
Onboarding
Budgeting
Quality Assurance
Occupational Health and Safety
Resident Relations
Contract Management
Reporting
Privacy Legislation
Infection Control
First Aid
CPR
Office Management
Team Leadership

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