Administrative & Lifestyle Coordinator - Full Time

Role: Administrative & Lifestyle Coordinator Full Time.
Salary: $23.00
Schedule: Monday to Friday - 8:00am – 4:30pm, with flexibility possibly required to support occasional evening or weekend resident events and special programming.
The successful candidate will be organized, approachable, dependable, and comfortable working with residents, families, staff, and external service providers.

Key Responsibilities:

Administrative:

· Provide day-to-day administrative support to the General Manager and management team.

· Maintain accurate records, files, forms, correspondence, and confidential documentation.

· Prepare letters, notices, reports, meeting materials, schedules, and other communications.

· Coordinate calendars, appointments, meetings, and administrative activities.

· Assist with resident communications, including notices, newsletters, updates, and general correspondence.

· Maintain resident information and administrative records in accordance with organizational policies and privacy requirements.

· Assist with new resident move-in documentation and administrative processes.

· Coordinate and maintain office supplies and administrative resources.

· Receive and direct telephone calls, emails, visitors, residents, families, and service providers in a professional manner.

· Assist with invoicing, purchase orders, expense documentation, and other basic financial administration as required.

· Support the General Manager with reports, data collection, tracking, and follow-up items.

· Prepare agendas, minutes, and follow-up documentation for meetings and committees.

· Maintain organized electronic and physical filing systems.

· Assist with staff communications and administrative coordination.

· Coordinate correspondence and documentation with vendors, contractors, and community partners.

· Support compliance with company policies, procedures, and applicable requirements.

· Follow up on outstanding administrative items and ensure deadlines are met.

· Provide general administrative assistance to other departments as required.

Lifestyle & Resident Engagement:

· Support the development and delivery of lifestyle programs and activities for residents.

· Help create a monthly activities calendar that reflects resident interests and preferences.

· Coordinate social events, entertainment, educational programs, outings, and special events.

· Encourage resident participation and help foster a welcoming and inclusive community.

· Build positive relationships with residents and encourage feedback regarding activities and programming.

· Assist with resident surveys, feedback, and suggestions.

· Coordinate with entertainers, instructors, volunteers, community organizations, and other external partners.

· Assist with preparation, setup, and coordination of lifestyle events.

· Promote upcoming programs and events through resident communications and displays.

· Work with residents and the General Manager to identify opportunities to enhance the resident experience.

· Assist with special celebrations, seasonal events, and community-building initiatives.

Resident Service

The Administrative & Lifestyle Coordinator is expected to demonstrate a resident-first approach in all interactions.

The position should consistently promote:

· Respect and dignity

· Professional and friendly communication

· Responsiveness to resident needs

· Confidentiality and discretion

· A welcoming community environment

· Positive relationships with residents, families, staff, and visitors

Qualifications & Experience

· Administrative experience in a professional, hospitality, retirement living, healthcare, or community environment.

· Strong organizational and time-management skills.

· Excellent written and verbal communication skills.

· Proficiency with Microsoft Office and common administrative software.

· Ability to maintain accurate and confidential records.

· Experience coordinating events, activities, or community programs is an asset.

· Strong customer service and interpersonal skills.

· Ability to work independently while also functioning effectively as part of a team.