Office Manager, Full Time, Permanent

4 days ago

Waterdown, Canada Waterdown Optometric Clinic Full time

**Position Overview**:
For nearly 30 years, the Waterdown Optometric Clinic has provided the residents of Waterdown, Flamborough and Burlington with quality family eye care services that you can trust. Our new and improved facility provides patients with a tranquil environment, equipped with state-of-the-art equipment to help ensure that they receive the best care possible. We are looking an organized, customer centric Office Manager to join our team.

Reporting to the owners, the Office Manager will oversee the general day to day operations, client service and professional standards of our clinic. They will assist in the hiring, training, and coaching of the Waterdown Optometric team. Working directly with the clinic team to maintain the high level of customer service excellence our clients come to expect at Waterdown Optometric. This position will also be responsible for monitoring the office cash flow, accounts receivables, tracking KPIs and ensuring financial integrity for the clinic. One of the key projects the Office Manager will be in charge of, is to implement and launch a marketing program that will assist in maintaining the clinic’s website and social media platforms.

**QUALIFICATIONS & SPECIFICATIONS**:

- A solid progressive background in office management / HR / Operations and Finance; with at least 2 - 3 years’ experience
- The following is a list of qualifications and responsibilities that illustrate but are not limited to the day-to-day responsibilities of the position:

- **o **Clinic Operations**
- Optimize day to day processes to maximize quality of patient experience in Administration, Eyecare and Optical.
- Oversee office upkeep, janitorial and maintenance, & liaison with maintenance contractors in conjunction with practice owner
- Maintain and monitor all office and diagnostic equipment, including office computers, system monitoring, integrity, and backups
- Responsible for all office and clinic supplies and PPE
- Patient record maintenance, integrity, privacy, and storage
- Marketing: Implement & launch marketing programs, keep website, Instagram and Facebook updated and encourage staff participation.
- Oversee and plan all staff meetings, clinic meetings and vendor appointments with doctors
- **o **Human Resources**
- Hire, train, and coach staff to maintain a highly motivated and engaged optometric team
- Staff & clinic scheduling; including monthly shift schedule, vacation, and time-off requests
- Performance appraisal process: providing constructive feedback, identify and set training paths for each team member
- Maintain all office policies and procedures
- **o **Financial**
- Manage day to day cash and credit flow and maintain systems of control, producing monthly reports as needed
- Bookkeeping Liaison: ensure timely flow of reports to bookkeeping
- Oversee Accounts receivable management, track returns, credits, and rebates
- Payroll: review biweekly submissions and submit to bookkeeping
- OHIP: submit claims and deal with rejection reports, help with third party insurance and maintain logins

We thank all applicants for applying. Please be advised that only qualified applicants will be contacted.

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