Office Manager Assistant

2 months ago

Toronto, Canada Nexus Massage & Rehab Full time

Nexus Massage & Rehab is a high-volume, multidisciplinary clinic in the Yonge and Eglinton area. We service Massage Therapy, Chiropractic, Physiotherapy, Acupuncture, and Osteopathy with over 25 practitioners who focus on achieving Optimal Health, by delivering results-focused treatments.

We are looking for a self-motivated, professional, and responsible person who has exceptional patient service skills and is looking for growth opportunities with us. We are a young, fun team who knows how to have fun on the job

**Must have flexible hours and schedule (weekends, mornings, and evening availability). 30-35 hours/week.**

This is a unique position where you will be working as a patient experience coordinator, providing excellent customer service, working on administrative tasks, and assisting the managers.

**Front Desk Duties**:

- Booking appointments, checking patients in/out, issuing invoices and receipts.
- Laundry - Washing/Drying and Folding.
- Maintaining general cleanliness of the clinic.
- Troubleshooting/reporting concerns and issues related to the clinic.
- Stocking supplies and linens.
- Opening/closing duties including cashing out.
- Process payments and submit insurance claims, as well as register new practitioners to direct billing as needed.
- Comply with and enforce COVID-19 procedures.
- Call patients on retention and treatment plans, booking patients for future appointments.
- Generating and updating call backlist.

**Administration**:

- Assist with payroll and confirming invoices and approvals.
- Bank deposits for insurance cheques and cash on hand.
- Assist with the hiring process, reviewing applicants and resumes, and interviews.
- Assist with onboarding (sending contracts, forms, direct billing).
- Training new staff on front desk duties.
- Organizing documents and files in Google Drive.
- Assisting management with general administration tasks.
- Performing inventory count/ordering and maintaining supplies/products at the clinic.
- Be the liaison between employees and practitioners and escalate any concerns to management.
- Assisting with managing vendors and building operations.
- Addressing escalated customer complaints when management is not available.

**OPTIONAL GROWTH OPPORTUNITY**:
This position may grow into an
** Office Management **position
** **where you will be responsible for the following:

- Hiring / Onboarding.
- Managing clinic operations.
- Customer escalations.
- Training.
- Leading team meetings.
- General clinic improvement.
- Team Scheduling.

**The duties listed above are representative and not to be construed as all-inclusive.**

**ONLY QUALIFIED CANDIDATES with the following skills and experience will be contacted**:

- 1 year minimum working in a similar massage and rehab clinic, **with leadership experience.**:

- **Must have flexible hours and schedule (weekends, mornings, and evening availability).**
- Ability to work in a fast-paced, high-volume environment.
- Reliable and has a strong sense of professional responsibility.
- Problem solver and a fast learner.
- Self-starter and motivated.
- Strong organizational skills and attention to detail are critical.
- Multitasking skills.
- Experience with using health electronic management records and insurance companies is an asset, but not required.
- Experience with computer systems, spreadsheets, and word processing.
- Phone sales training experience is an asset.
- Fluent in the English language (verbal and written).

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