About Us:
If you are searching for a new position to challenge yourself and feel accomplished, then Heos Toronto is the place for you. We are looking for a highly organized, detail-oriented, and determined individual to join our team behind the scenes, ensuring our clinic operations run flawlessly.
Job Summary:
The Back-End Operations & Administrative Assistant focuses entirely on the internal logistics, paperwork, and systematic functions of our medical spa. This is a non-client-facing role ideal for someone who thrives on organization, systems, inventory control, and bookkeeping, while providing direct support to the Clinic Manager.
Key Responsibilities:
Clinic Operations & System Support:
- Assist the Clinic Manager with daily internal operations, executing administrative tasks, and troubleshooting back-end logistics.
- Maintain organized digital and physical filing systems for company records, payrolls, contracts, and internal documentation.
- Standardize data entry processes to ensure operational efficiency across all internal software platforms.
Administration & Communication:
- Manage the clinic’s primary operations email, drafting clear, professional responses to vendors, suppliers, and external business partners.
- Review incoming documents and follow up on pending administrative actions.
- Coordinate internal and external communications, plan and organize events and workshops.
- Support and execute any operational tasks assigned by the clinic manager.
Vendor Communication & Ordering:
- Act as the main liaison between the clinic and product vendors, managing ongoing inquiries regarding promotions, pricing updates, and digital order forms.
- Place and track purchase orders for medical supplies, consumables, and aesthetic devices (e.g., fillers, skincare, serums).
- Manage order discrepancies, including handling product returns or inventory swaps with vendors.
Inventory and Record-Keeping:
- Bookkeeping & Finance: Process daily transactions, reconcile vendor accounts, track deposits, and organize basic payroll records.
- Inventory Control: Conduct routine stock audits, monitor inventory levels, and ensure backbar products are accurately recorded and replenished.
- Verify incoming shipments against purchase orders to maintain accurate inventory counts.
Qualifications:
- Systems & Efficiency: Strong organizational, time-management, and analytical skills with a natural knack for creating and maintaining orderly systems.
- Written Communication: Excellent written English skills for professional email correspondence with corporate vendors and managers.
- Reliability: Ability to work independently, multitask effectively, and handle sensitive business and financial data with high integrity.
Job Details & Requirements:
- Job Type: Full-time
- Salary: Starting from $22.00 per hour
- Work Environment: Back-office / Administrative (Non-client-facing)
Education:
- Post-secondary education (Preferred)
Experience:
- Administrative Assistant: 1 year (Required)
- Bookkeeping, Inventory Management, or Back-End Operations: 1 year (Preferred)
Staff Benefits:
- Free parking on-site.
- Generous staff discounts on medical aesthetic services and premium products.
- Free training sessions and continuous learning opportunities.
- Growth potential and career advancement pathways within our operational team.
To Apply:
Please submit your resume and a brief cover letter highlighting your experience with administrative systems, inventory, or bookkeeping.
Job Type: Full-time
Pay: From $22.00 per hour
Benefits:
- Company events
- Discounted or free food
- On-site parking
- Paid time off
- Store discount
Experience:
- Administrative: 1 year (required)
- Management reporting: 1 year (preferred)
Work Location: In person
