Administrative Assistant

2 months ago

Richmond Hill, Canada Heatex Systems Ltd Full time

**Job Summary**:
**Key Responsibilities**:

- General Administrative Support: Provide administrative support to the management team, caregivers, and other staff members.
- Scheduling: Coordinate and manage appointments, client visits, and caregiver schedules.
- Record Keeping: Maintain accurate records of client files, employee documentation, and care plans.
- Data Entry: Input data into company systems, ensuring accuracy and confidentiality.
- Office Supplies Management: Monitor and order office supplies, ensuring that the office operates efficiently.
- Filing & Document Management: Organize and maintain both electronic and physical files for easy retrieval.
- Client Onboarding Support: Assist in the onboarding process for new clients, including setting up initial paperwork and scheduling assessments.
- Billing & Invoicing: Support the finance department with invoice preparation, billing, and follow-up on payments.
- Caregiver Coordination: Assist in managing caregiver assignments and ensure proper communication between caregivers and clients.
- Compliance: Ensure compliance with company policies and industry regulations by maintaining proper documentation and records.
- Follow-Up: Maintain communication with governmental and non-governmental agencies and authorities for updates and responses.
- Task Management: Assist the CEO and Directors with administrative tasks as required, including managing correspondence, preparing reports, and support the execution of special projects or initiatives assigned by the CEO or Directors.
- Perform other administrative duties as required to support the leadership team

**Skills & Qualifications**:
**Education**: High school diploma or equivalent; an associate’s degree or administrative certification is a plus.

**Experience**: Prior experience in administrative support, preferably within a healthcare or home care setting.

**Technical Skills**: Proficiency in Microsoft Office (Word, Excel, Outlook) and experience with scheduling software or databases.

**Organizational Skills**: Ability to prioritize tasks, manages multiple projects, and maintains attention to detail.

**Interpersonal Skills**: Friendly, approachable, and able to build rapport with clients, caregivers, team members, and external partners.

**Confidentiality**: Must handle sensitive information with discretion and professionalism.

**Benefits**:
Paid time off (PTO)

Supportive and collaborative work environment

**How to Apply**:
Pay: $18.00-$21.00 per hour

Expected hours: 35 - 40 per week

**Experience**:

- Microsoft Office: 1 year (preferred)
- Filing: 1 year (preferred)
- Administrative experience: 1 year (preferred)

Work Location: In person

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