ob Description

). In the absence of a Receptionist/Concierge and where applicable this may include: monitoring alarms on exterior doors, monitoring arrival and departure of Residents, logging resident movement into and / or out of the Retirement Residence

• As required, they may coordinate the inspection protocols (i.e., for Health Board / MOH, etc.) and maintain required logs (i.e., logging of fire drills, etc.) 4. Records Management

• Within a Retirement Residence the Office Manager is responsible for managing and maintaining non-management team member personnel files.

• Responsible for uploading all team member documents into our payroll system team profile.

• Responsible for ensuring all team member files are compliant with legislated requirements.

• Responsible for supporting mandatory education and records management.

• Responsible for managing and maintaining Resident files. S/he establishes and maintains updated resident financial files that contain the required documentation and forms as per legislation and Sienna policy including (but not limited to): signed admission agreement.

• S/He is responsible for uploading signed resident documents in our electronic billing system.

• Responsible for resident file content such as insurance is valid and up to date. 5. Payroll and People Management

• Responsible for confirming the accuracy and completeness of the site’s bi-weekly payroll utilizing standard Ultipro reports, processing checklists and defined audits in advance of payroll submission. (i.e., completion of manager time approvals and PTO request approvals, completion of new hires in Ultipro, completion of time edits, etc.)

• Responsible for the submission of approved off-cycle payroll requests for processing

• Within a Retirement Residence the Office Manager is responsible for the processing of Team Member current-hires, terminations, changes and updates into Ultipro and ensuring all required information is completed up to and including email addresses.

• Within a Retirement Residence the Office Manager will complete the payroll time edit processing,

provide scheduling support and oversee the site’s call-in processes.

• In coordination with General Manager, completion of Master Scheduling, Call-in and payroll processing tasks (time edits), ensuring accepted shift call ins are scheduled and managed in the payroll system.

• Responsible for ensuring new payroll shift patterns are scheduled and accurate by coordinating with the payroll team.

• Where applicable they are responsible for the recruiting, onboarding, HR administration and the effective payroll administration of their direct reports (Receptionist, including the approval and scheduling of PTO requests)

• Where applicable s/he is responsible for the accuracy of vacation, sick and statutory holiday leaves of their direct reports, including ensuring that each team member has sufficient hours to cover the requested leave.

• Within a Retirement Residence the Office Manager is responsible for coordinating benefits enrollment of Team Members.

• Responsible for providing payroll reports as required but not limited to seniority reports, sick call reports, daily hours per payroll, employee lists.

• Responsible for ensuring all team members have enrolled in our team member application (CREW) 6. Orientation Lead

• Coordinate and facilitate orientation sessions for new team members

• Act as a host for new team members

• Plan and prepare the orientation using new team member orientation checklist

• Organize internal and external facilitators

• Schedule job shadow shifts

• Confirm attendance and completion of orientation in our team member education application 7. Other, Back

- up

• Accountable for mail distribution within the Retirement Residence, where resident mail boxes are not available. In the absence of a Receptionist / Concierge, the tasks include: sorting and distribution of mail, coordination of courier pickups and deliveries, medication deliveries and resident family deliveries.

• Responsible for ordering administrative supplies and for equipment purchases in adherence with Sienna guidelines and policies.

• Maintains Sienna Policy Manuals, ensuring new and updated policies and procedures are properly filed in the manuals, that the manuals are up-to-date and that they are available to Team members as required.

• Participates in the budgeting process as it relates to the development / creation of the Administrative budget.

• Manages and monitors all administrative expenses, explains monthly variances and identifies corrective action.

• Prepares the monthly invoices to the Union, if applicable.

• Supports any documentation requests or processes for unionized environments.

• May assist Sienna IT resources in troubleshooting issues for building, telephone and / or other technical issues, setting up system passwords, assisting Team members with core systems access (Ultipro, PCC, Yardi, COMVIDA, Sienna emails etc.)

• In coordination with the General Manager, maintains internal vendor contracts and performs quarterly audits of vendor provided services

• Providing customer service training, onboarding and skills development for Receptionist/Concierge team

• Prepares Receptionist/Concierge team scheduling as per Collective Bargaining Agreement and/or Sienna guidelines.

• Any other duties as assigned. What you need to know:

• Post-secondary diploma in Business Administration, Accounting or equivalent

• Experience in a healthcare environment would be an asset

• Knowledge of time and attendance and People / HR/ Payroll administration

• Understanding of Collective Agreements

• Understanding of pay-related employment legislation

• Exceptional administrative detail orientation and deadline-driven

• Exceptional organizational skills

• Strong problem solver

• Proficiency with MS Office, Outlook, Excel and Word

• Experience with Ultipro, Yardi and PCC would be an asset

• You must be legally eligible to work in Canada or have a valid work/study permit

• You must successfully pass a Vulnerable Sector Check and Criminal Records Check

• Sienna Senior Living may utilize artificial Intelligence to screen or assess applicants for this position Sienna Senior Living is committed to employment equity, diversity, and inclusion in the workplace. In accordance with provincial regulations, upon request, support will be provided for accommodations throughout the recruitment, selection, and assessment process.

📌 Office Manager (Saskatoon)

🏢 Sienna Senior Living

📍 Saskatoon