Office Manager

Overview

Office Manager role at Southbridge Care Homes
.

Location:

Sara Vista, Long-Term Care. Salary Range: $48,000 - $58,000. Status:
Full-time, on-site.

Reporting to the Executive Director, the Office Manager is responsible for the overall management of business and administrative operations within the home. This includes accurate financial administration, payroll, resident billing, and trust account management, as well as providing leadership in financial management practices. The Office Manager ensures compliance with legislative requirements and company policies while supporting efficient, effective, and customer-focused business services.

As a key member of the home’s leadership team, the Office Manager contributes to strategic planning, operational excellence, and the delivery of high-quality service to residents, families, and staff.

• Financial & Administrative Leadership:
  Ensure financial processes are accurate, timely, and compliant with the Nursing Homes Act, Ministry of Long-Term Care (MOHLTC) guidelines, and Southbridge policies.
• Administer and monitor payroll processes using Dayforce, including data entry, validation, and submission in accordance with corporate and legislative requirements.
• Manage the monthly resident billing & collection process, ensuring accuracy, timeliness, and the distribution of invoices to residents, families and third parties.
• Timely and accurately processing of resident payments using Point Click Care  (PCC).
• Accurately enter, code and submit all accounts payable invoices in Sage.
• Manage petty cash funds and Resident Trust accounts in compliance with the Nursing Home Act, including disbursement, reconciliation, and replenishment.
• Prepare financial and statistical reports for management and government agencies as required.
• Coordinate rate reduction applications and ensure adjustments are properly applied to resident accounts.

• Manage the financial admission process for new residents, serving as the primary point of contact for residents and families regarding all financial matters (i.e. billing, collections, trust accounts).
• Provide exceptional customer service to residents, families, and visitors, addressing inquiries and concerns with professionalism and compassion.
• Support a culture of transparency and trust in all financial and administrative interactions.

• Serve as a member of the Home’s Leadership Team, contributing to strategic discussions and decision-making.
• Provide guidance, mentorship, and support to leadership team within the home.
• Collaborate with clinical, operational, and corporate teams to ensure effective integration of business practices with overall home operations.
• Participate in committees and initiatives to support organizational goals and continuous improvement.
• Oversees the Receptionist role.

• Ensure compliance with all relevant legislation, including the Nursing Homes Act, Employment Standards Act, Occupational Health & Safety Act, and Southbridge policies.
• Maintain accurate records and documentation to support audits, inspections, and reporting requirements.
• Implement and monitor internal controls to ensure operational integrity and safeguard assets.

• Identify opportunities to improve processes, systems, and policies to increase efficiency and service quality.
• Support the implementation of new technologies, tools, and practices in collaboration with corporate teams.

• Post-secondary education in Accounting, Finance, Business Administration, or equivalent experience.
• Minimum 3 years of experience in financial administration, payroll, or office management (healthcare or long-term care environment preferred).
• Experience with Point Click Care  (PCC), Sage, Dayforce or other relevant systems is an asset.
• Strong financial acumen with demonstrated ability to manage payroll, accounts receivable, accounts payable, budgets, reconciliations, and reporting.
• Excellent leadership, interpersonal, and organizational skills with the ability to prioritize effectively in a fast-paced environment.
• Exceptional communication and customer…