Administration Manager

About PICS and Optima Living:
Progressive Intercultural Community Services (PICS) Society is a registered community-based non-profit, multi-service organization that has served the community since 1987. PICS Society assists youth, seniors, women, and the local community members by providing a comprehensive network of services and programs in the Lower Mainland and operates a Seniors Housing facility that includes assisted living, independent living, adult daycare program.

PICS Society is currently developing the next level of care with Guru Nanak Diversity Village (GNDV), a culturally sensitive “complex care” or “long-term care” Care Community that will meet the needs of seniors who require the support of full care services. 

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.
• Respects and upholds the Resident Bill of Rights and the Assisted Living Rights of Residents.
• 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

PICS Society has appointed Optima Living as the official managing partner for the GNDV facility. Optima Living (founded in 2007), operates innovative seniors’ living communities throughout Alberta and BC, taking an unprecedented approach to senior life. Optima Living’s unique company culture is one where both residents and team members are family.

All GNDV positions will work 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. The duties will be performed within the framework of established organizational policies and procedures, industry best practices, while adhering to applicable regulations and standards.

Optima Living is accepting applications for the Hospitality Manager at the GNDV facility. Please click on the Hospitality Manager - Optima Living - Career Page to upload your application.
PICS Society is an equal opportunity employer. We thank all who apply, but only applicants selected for an interview will be contacted. 

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