Office Manager

3 months ago


Vancouver, Canada Westside Chiropractic and Associates Full time

Are you a compassionate individual with a passion for holistic health? Westside Chiropractic & Associates, a multidisciplinary clinic, is seeking a dedicated Office Assistant to join our team. Located in the heart of South Granville, we specialize in providing chiropractic care and registered massage therapy services, all while fostering a welcoming environment where patients feel valued and supported on their wellness journey.

**About Us**: At Westside Chiropractic & Associates, we believe in the power of collaboration and community. Our team is committed to delivering exceptional care and building strong relationships with both our patients and peers. We strive to create a positive work environment where every team member feels empowered to contribute and grow.

Our front office team plays a critical role, as the first point of contact they set the tone for our patients’ visit. Creating a welcoming and professional environment is what sustains a successful clinic of loyal and happy patients. The Office Manager oversees the operations and ensures everything is running smoothly to support our team and our patients. They are the go-to person in the office for problem-solving, they manage shifting priorities with ease, and are able to anticipate the needs of others.

The Office Manager fulfills many different responsibilities, the **key job responsibilities **include (but are not limited to):

- Oversee and manage the efficient functioning of the front desk/reception services, engaging with patients, and ensure the patient experience is positive,
- Full-cycle payroll done semi-monthly for hourly, salaried, and commission-based pay,
- Recruitment, on-boarding, and training of office staff,
- Effectively communicate with patients, staff and practitioners,
- Managing office staff and practitioner schedules,
- Overseeing and updating office procedures,
- Ensuring best practices in records management are maintained,
- Professional correspondence with lawyers and insurers,
- Tracking and assisting with patient reporting to ICBC and WSBC,
- Reconciling insurance payments, and private Accounts Receivable,
- Basic accounting for daily billing reports and payroll reports,
- Facility management: maintaining organized workspaces, ordering treatment and office supplies, ensuring everything is in good working order,
- Managing all accounts payable: telecommunications, web hosting, and suppliers,
- Collaborate with team in digital marketing and business growth opportunities,
- Uphold Health and Safety practices and standards for patients and staff.

**Minimum Qualifications & Requirements**: To be successful in this role, you should meet the following criteria:

- 3+ years in client-facing role, preferably in a healthcare setting,
- Experienced with clinical management software (Jane app is a plus),
- Proficient with Microsoft suite,
- Experience in a leadership, supervisory, or managerial position,
- Proven ability to complete basic accounting tasks,
- Familiarity with British Columbia employment standards and privacy acts,
- Understanding of insurance reporting, billing and reconciliations for group benefit plans, ICBC and WorkSafeBC,
- Knowledge of medical terminology, and an understanding chiropractic care and massage therapy,
- Ability to manage digital media marketing for a small business, and
- Familiarity with HRIS; ADP Workforce Now is an asset
- Exceptional communication skills
- Empathy and compassion for patients and colleagues
- Strong problem-solving skills and decision-making abilities
- Adaptability and willingness to learn new tasks
- Time management and ability to prioritize tasks effectively
- Excellent interpersonal skills and a team-oriented mindset
- Critical thinking skills and attention to detail
- Ability to take initiative and enact change,
- Works collaboratively and independently
- Upholds a professional demeanour

**Working Hours**:This is permanent position, working up to 35 hours/week, with availability required during our office hours: Monday - Friday: 8:30 am - 7:00 pm, and occasional Saturdays: 8:30 - 1:00pm.

**Location**: This position is on-site at our clinic in South Granville.

**Wage**: The compensation range for this position is $25-30 per hour, based on experience, performance and contributions to the team.

We look forward to welcoming you to the team at Westside Chiropractic & Associates

Pay: $25.00-$30.00 per hour

Expected hours: 30 - 35 per week

Schedule:

- Monday to Friday
- Weekends as needed

**Experience**:

- Microsoft Office: 5 years (required)
- Administrative experience: 1 year (required)
- Office experience: 1 year (required)

Work Location: In person



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