Project Administrator

Location
Vancouver, BC V6B 1P1•Hybrid work
 
Benefits
Pulled from the full job description
 
Full job description
Let us welcome you home.

At Optima Living, we’re committed to building communities where everyone truly feels at home whether you live here or work here. We operate Independent Living, Assisted Living, Supportive Living, Memory Care, and Long-Term Care communities across Alberta and British Columbia, and our vision is simple: For every person to feel at home.

This isn’t just something we say it’s something we live by. All of us here feel it’s a genuine honour to work with our residents. We believe in a resident-centered approach, where the resident is at the heart of everything we do. Guided by our credo, “Let us welcome you home,” we strive every day to create a space where people feel seen, supported, and truly at home

The Project Administrator will work for a Special Projects Team, Legal Services to play a hands-on role in supporting initiatives that improve how we work across the organization. The position requires to gather and analyze data, identify business needs, and work closely with departments and stakeholders to turn those needs into clear, effective solutions. This position also helps keep day-to-day operations within legal services on track coordinating tasks, tracking progress, and supporting day-to-day execution behind the scenes. If you’re proactive, organized, deliverables oriented and a clear communicator, we’d love to hear from you.

Responsibilities

Coordinate and monitor activities to ensure timelines, deliverables, and objectives are met
Prepare, maintain, and organize documentation, reports, and tracking tools
Support scheduling of meetings, recording minutes, and following up on action items
Communicate project updates to stakeholders and assist with internal correspondence
Track compliance, metrics, and progress using internal systems and templates
Assist with preparing presentations and summary reports for leadership
Maintain organized and accessible files for reference
Collaborate with departments to gather information, address administrative needs, and support stakeholder engagement and requirements gathering
Contribute to process improvement initiatives within the Special Projects team
Perform other related duties as assigned
Qualifications and Experience

Strong analytical and problem-solving skills, with the ability to gather and interpret complex data.
1–3 years of experience in an administrative, coordination, or project support role
Familiarity with business analysis, methodologies, such as requirements elicitation, process mapping, and solution design
Strong organizational and time management skills, with attention to detail
Excellent verbal and written communication skills
Ability to manage multiple priorities and deadlines effectively
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project tracking tools is an asset
Team-oriented with the ability to build relationships across departments
Self-motivated and adaptable in a fast-paced environment
Experience in healthcare, senior living, or a multi-site organization is an asset
Strong problem-solving skills and ability to understand integration and integrative processes for end-to-end process design and development
Conditions of Employment

Clear Police Information Check
Why Join Optima Living?
At Optima Living, we believe our people are our greatest strength. We are committed to fostering a supportive and engaging workplace where every team member feels valued, empowered, and truly at home. When you join our team, you’ll benefit from a comprehensive package designed to support your well-being, professional growth, and quality of life.

Competitive Compensation
Receive a market-competitive compensation package with pay progression based on your length of service and individual performance.

Health and Wellness Benefits
We offer employer-paid health coverage for you and your family, including vision care, dental care, paramedical services, travel insurance, and a health spending account, ensuring your health and peace of mind are a priority.

Career Growth and Development
We are committed to your professional journey. Enjoy opportunities for advancement, access to ongoing training, and educational programs designed to help you thrive in your career.

Financial and Life Support
Our robust benefits package includes an employer-matching RRSP program, life insurance, and access to our Employee and Family Assistance Program (EFAP), providing support for every stage of life.

Work-Life Balance
We understand the importance of time for yourself and your loved ones. Our team members benefit from generous vacation entitlements, paid sick time, and additional paid days off to rest and recharge.

Flexible Work Environment
We support productivity through flexibility. Our workspaces include ergonomic sit/stand desks and collaborative open-office designs. Enjoy flexible start and end times, as well as hybrid work options that allow you to perform at your best, wherever you are.

Team Culture and Recognition
At Optima Living, we strive to welcome you home. Our culture is built on mutual support, inclusion, and teamwork. As a member of our team, you'll take part in team-building activities, social gatherings, and community fundraising events. Through programs like our “Shining Star” Employee Recognition initiative, we celebrate your contributions and stay connected to our shared mission, vision, and values.

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