Job Summary
Reporting to the Program Manager, the Coordinator plays a pivotal role in supporting both the day-to-day operations and the overall wellbeing of residents at Hope Living. This position combines resident support, administrative coordination, and interdepartmental collaboration to ensure a safe, organized, and compassionate living environment. They are responsible for maintaining accurate records, facilitating internal communications, supporting new team members, and participating in various operational meetings and committees. From managing resident referrals and inventories to organizing vaccination clinics and preparing intake documentation, the Coordinator ensures essential services and processes run smoothly, efficiently, and in alignment with the mission of Hope Living.
RESPONSIBILITIES
Offer residents unbiased emotional support.
o Encourage their participation in wellbeing, medical care and promote good hygiene practices.
o Identify expiration dates of residents’ OHIP cards and follow up as required.
Develop systems and processes to enhance administrative efficiency and foster interdepartmental teamwork at Hope Living.
o Create, update and revise documents and spreadsheets.
o Distribute mail.
o Prepare correspondence as needed.
o Maintain organized records and files, both hard copy and electronic.
o Coordinate tours of Hope Living.
· Assist residents and team members with daily operational concerns. Support daily operations, as required due to absence.
· In the absence of management, support the onboarding of new employees and volunteers new to Hope Living by sharing detailed knowledge and addressing any questions they may have.
· Participate in both morning and afternoon staff expectation meetings. In the absence of management, assume responsibility for leading these meetings.
· Read the frontline and health and wellness logs and flag items for follow up.
· Inventory and place grocery orders for kitchen, nursing and resident tuck shop.
· Maintain a referral and wait list spreadsheet.
· Participate in a weekly recap meeting with the program manager and community development assistant manager.
· Attend bi-weekly meetings of the Activity Focus Group and record the minutes.
· Count the resident meal receipts and roll the coins. Enter amounts into tracking spreadsheet.
· Office cleanliness: wipe/sanitize surfaces, clean bathroom, take out the garbage and general tidy up.
· Maintain stock of office supplies, place Staples orders as needed.
Monthly
o Attend all regular departmental and residential and record minutes as required.
o Attend bi-monthly Joint Health & Safety meetings and perform workplace inspections. Train new members on completion of workplace inspections.
o Track resident hospitalizations and absences. Record in the city billing spreadsheet.
o Facilitate facilities supply order
o Provide monthly billing support
o Prepare intake documents including lease agreement, consent forms, PAD and resident handbook.
o Post monthly schedules for each department including temperature checks, menus, dryer lint cleaning sign off sheets and volunteer schedules.
o Post resident meeting reminders with call for agenda items and resident laundry room schedule. Post resident meeting minutes after approval from program manager.
o Check residents’ hard copy care plans located in their health and wellness charts for handwritten information to be transcribed into their electronic care plan. Print updated copies and file into their charts.
o Calculate and record the coffee machine revenues, including rolling coins. Enter the amounts into the tracking spreadsheet. Place coffee orders with Chequers for the machine as needed.
o Update and distribute the master bed list and room cleaning schedule.
o Run the Covid-19 and influenza vaccination clinic each fall. Prepare resident vaccination consent forms prior to clinic. Download resident vaccination certificates for their electronic files. Track resident vaccination status in spreadsheet.
As required
o Assist the activity coordinator and kitchen department with preparation and clean up for special events and meals as needed.
o Ensure the quality of resident care and services in compliance with professional, regulatory and/or organizational standards and clinical practices
o Utilize food satisfaction surveys completed with student assistance to generate a report of the results every four months.
o Participate in the talent acquisition process by interviewing candidates for frontline, housekeeping, cook and UCP positions. Complete interview notes and submit to the People and Culture department.
o Prepare monthly schedule templates for each department, resident meeting reminders / agenda items and laundry room hours signage for the upcoming year.
QUALIFICATIONS
- Post-secondary education in finance, office administration or a related field
- 3 years minimum experience in a similar role.
- Demonstrated knowledge of general office and administrative procedures.
- Strong written and verbal communication skills
- Strong problem solving, organizational and critical thinking skills
- Strong interpersonal skills and ability to collaborate.
- Competencies in computer systems including Microsoft Office (outlook, word, excel, etc.)
- Experience working within a multi-disciplinary team; skilled in collaboration and maintaining healthy team dynamics
- Experience with scheduling and billing is an asset.
- Able to read text and communicate orally in English. Ability to communicate in other languages is considered an asset.
Job Type: Full-time
Pay: $53,338.00-$68,578.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Employee assistance program
- RRSP match
- Vision care
Work Location: In person
Application deadline: 2025-08-29
