Staffing Scheduler Coordinator & Front Desk Administrative Assistant
Shifts:
Schedule:
- 3 shifts on 3 shifts off rotating schedule
Wage:
- Starting wage: $28.00 per hour
- Wage increases at 1500 hours worked
- Additional increases at 2500, 5000, 7500, and 10,000 hours worked
Benefits:
- Extended health benefits – Medical & Dental
- RRSP Match Program
- Staff meals provided per shift
RRSP Match Program as follows:
- Completion of probation to end of Year 2 – 1% match
- Year 3 to Year 5 – 2% match
- Year 6 onward – 3% match
Our Residence:
Opened in 2021, The Vineyards Residence is a state-of-the-art five-storey, 134-suite residence offering Enhanced Assisted Living and Memory Care services to the Okanagan region.
Our residence is designed around small neighbourhoods of 16–17 suites, creating a comfortable home-like environment where residents build meaningful relationships with caregivers and neighbours.
This neighbourhood model allows our team to provide personalized, resident-centered support while fostering familiarity, comfort, and connection.
Position Summary:
Previous experience scheduling employees, healthcare staff, care teams, hospitality teams, or service-based workforces is strongly preferred.
The Staffing Scheduler Coordinator & Front Desk Administrative Assistant plays a key role in supporting daily operations by coordinating staff schedules, maintaining shift coverage, and providing exceptional front desk service.
This position works closely with leadership, residents, families, and team members to ensure operational excellence, effective communication, and a welcoming environment throughout the residence.
Key Responsibilities:
Staff Scheduling & Workforce Coordination:
- Manage and maintain staff schedules across departments
- Coordinate replacement staffing for sick calls, vacation coverage, and scheduling gaps
- Monitor staffing levels and communicate concerns to leadership
- Maintain accurate scheduling records and updates
- Support department managers with staffing and workforce planning
- Assist with schedule adjustments and shift changes as required
Front Desk & Resident Services:
- Welcome residents, families, visitors, and team members in a professional and friendly manner
- Answer and direct incoming phone calls and inquiries
- Monitor visitor sign-in procedures and screening protocols
- Receive and distribute mail, deliveries, and packages
- Maintain resident movement logs and reception documentation
- Ensure the front desk area remains organized and professional
Administrative Support:
- Assist with daily office administration and operational coordination
- Maintain records, filing systems, and documentation
- Order and manage office supplies
- Support leadership with reports, correspondence, and communication
- Assist with meeting coordination and scheduling
- Complete data entry and document management tasks accurately
Qualifications:
- Minimum 2 years experience coordinating employee schedules or workforce staffing
- Experience in healthcare, senior living, assisted living, long-term care, hospitality, or similar service-based environments preferred
- Experience with staff scheduling software considered an asset
- Strong organizational and time-management skills
- Excellent customer service and communication abilities
- Proficiency with Microsoft Office (Word, Excel, Outlook)
- Ability to manage multiple priorities in a fast-paced environment
- Criminal Record Check – Vulnerable Sector
Ideal Candidate:
We are looking for someone who enjoys working with people, solving scheduling challenges, and helping teams succeed. The ideal candidate is organized, dependable, detail-oriented, and comfortable balancing staffing coordination with front desk and administrative responsibilities.
Why Join Our Team?
At The Vineyards Residence, we are committed to creating a workplace where team members feel supported, valued, and inspired.
We strive to ensure every resident experiences joy, purpose, and connection every day, and our team members play a key role in making that happen.
If you enjoy working in a positive environment and want to make a meaningful difference in the lives of seniors and their families, we would love to meet you.
Start Date:
Additional Information:
All offers of employment are subject to a Criminal Background Check.
We thank all applicants for their interest; however, only candidates selected for an interview will be contacted.
Job Type: Full-time
Pay: From $28.00 per hour
Benefits:
- Dental care
- Extended health care
- RRSP match
Application question(s):
- Past Administration & Scheduling Experience
Education:
- Secondary School (preferred)
Work Location: In person
