Senior Office Administrator (Medical Office Administration)
Position Type: Full-Time
Location: Coquitlam, BC
Salary: $50,000 – $60,000 (based on experience)
Performance-Based Bonus Available
Who We Are
Inspine Therapy is a well-established multidisciplinary clinic with locations in Port Moody, Coquitlam, Langley, and Vancouver.
We take a collaborative, whole-person approach to care, supported by strong internal systems and a well-organized administrative team.
We are currently seeking a Senior Office Administrator with strong medical office administration experience to support clinic operations behind the scenes while overseeing front desk workflows and staff.
Role Overview
This is not a traditional front desk position.
While a solid understanding of Medical Office Assistant (MOA) responsibilities is required, the primary focus of this role is back-office operations, systems oversight, accounts receivable management, and front desk team supervision.
You will work closely with the Operations Manager to ensure front desk workflows, billing, AR management, and administrative systems operate smoothly, accurately, and consistently.
This role plays a key part in maintaining operational efficiency, financial accuracy, and accountability across the clinic.
Key Responsibilities
Back Office & Operations Management
- Oversee and manage daily front desk operations
- Support, coordinate, and supervise front desk staff
- Ensure consistency, accuracy, and accountability across administrative workflows
- Assist the Operations Manager with clinic operations and process improvements
- Review and manage Accounts Receivable (AR), including aging reports and outstanding balances
- Monitor insurance claims and ensure proper follow-up on unpaid balances
- Conduct regular statement reviews and internal administrative audits
- Improve and standardize front desk and back-office procedures
JaneApp & Systems Oversight
Advanced and confident competency in JaneApp is mandatory.
- Oversee proper use of JaneApp by front desk staff
- Maintain accurate scheduling, billing, patient records, and reporting
- Review AR aging reports and payment reconciliation within JaneApp
- Troubleshoot workflow, billing, and administrative issues
- Manage referrals, documentation linking, and uploading processes
- Ensure data accuracy and system integrity
Administrative & Clinical Knowledge
- Strong understanding of ICBC, WorkSafeBC, MSP, and extended health billing
- Knowledge of direct billing and third-party insurer processes
- Experience managing and reconciling insurance receivables
- Familiarity with medical documentation and compliance standards
- Comfortable communicating with insurers, adjusters, and external partners
General Responsibilities
- Maintain strict confidentiality of patient information
- Oversee office and medical supply inventory
- Maintain a professional and organized clinic environment
- Assist with training and onboarding of front desk staff
- Support leadership with operational and administrative initiatives
Requirements
- 1–3 years of experience in a medical office or multidisciplinary clinic preferred
- Strong understanding of clinic operations beyond basic front desk duties
- Advanced and confident JaneApp experience (required)
- Proven experience reviewing and managing Accounts Receivable
- Strong computer skills (MS Office, Excel)
- Highly organized, detail-oriented, and process-driven
- Strong written and verbal communication skills in English
- Proactive, accountable, and comfortable taking ownership
- Ability to work effectively in a fast-paced clinical environment
- Korean speaking is required
What We Offer
- Salary: $54,000 – $60,000, based on experience
- Performance-based bonus opportunities tied to operational efficiency, AR management, and clinic performance metrics
- Opportunities for salary increases based on performance and capability
- Extended health benefits
- Supportive and team-oriented work environment
- On-site parking
- Access to gym facilities
- Employee discounts on paramedical services and Pilates classes
- Opportunity to play a key role in clinic operations and leadership support
If you are an experienced MOA who enjoys systems, financial oversight, operational structure, and leadership support—and are ready to move beyond a traditional reception role—we would like to hear from you.
Please submit your resume (and cover letter if available) via email.
Inspine Therapy
Job Types: Full-time, Part-time, Permanent
Pay: $54,000.00-$60,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Discounted or free food
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Paid time off
- Store discount
- Vision care
- Wellness program
Experience:
- Janeapp: 1 year (required)
- Sales: 1 year (preferred)
Language:
- Korean (required)
- English (required)
Work Location: In person
