Job Overview
We are seeking a MATURE, WARM, PEOPLE-LOVING, highly organized and detail-oriented Administrative Assistant to join our team. The ideal candidate will possess BOTH strong CUSTOMER RELATIONSHIP skills and DETAIL ORIENTATION to SOPs, and be proficient in managing phone systems and highly confidential customer health information. Good judgement and emotional maturity in this role is essential in ensuring a positive customer experience and smooth operation of our office, providing administrative support to our Psychologist Clinical Director, and enhancing overall client engagement and lead conversion.
Duties
- Answer and manage incoming calls with warmth, mature judgement, consummate professionalism and excellent phone etiquette.
- Provide clear and organized administrative support for the implementation of business SOPs, including filing, data entry, and client file preparation and billing.
- Assist in maintaining office supplies and inventory management.
- Utilize Excel and QuickBooks for basic accounting tasks and financial record-keeping.
- Have knowledge and experience in the use of CRM, client booking in Jane, and HIPPA and PIPEDA guidelines for handling confidential customer information.
- Offer exceptional customer service by addressing inquiries and resolving issues promptly.
- Support the team with reaching out to clients, following up with unbooked appointments, scheduling appointments and managing calendars on Jane platform.
- Collaborate with other staff members to ensure efficient office operations and complete adherence to CC Daily Task List and ORIMH SOPs.
- Maintain confidentiality of sensitive information while adhering to company policies.
Qualifications
- Previous experience as an administrative assistant or in a similar role is preferred.
- Strong phone etiquette and customer service skills are essential.
- Proficiency in clerical tasks, including typing, filing, and data management.
- Familiarity with phone systems and office equipment is a plus.
- Experience with QuickBooks or similar accounting software is advantageous.
- Excellent communication skills, both verbal and written.
- Ability to work independently as well as part of a team in a fast-paced environment.
- A high school diploma or equivalent is required; additional qualifications in administration or related fields are a plus.
If you are a very warm, compassionate, flexible and friendly proactive individual with a passion for providing compassionate care to patients and exceptional administrative support, we encourage you to apply for this exciting opportunity! Bilingualism PREFERRED.
Job Types: Full-time, Part-time, Casual
Pay: $20.00-$26.00 per hour
Benefits:
- Flexible schedule
- On-site parking
Education:
- Bachelor's Degree (preferred)
Experience:
- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Work Location: In person
