Medical Office Administrator

6 days ago

North York, Canada Hyperbaric Medical Center Full time

**Job Description: Medical Administrator (Full-Time)**

**Company**: Pharmed Construction/Hyperbaric Clinics
**Location**: North York
**Position Type**: Full-Time, Permanent
**Reports to**: Director of Operations / Clinic Manager

**Position Overview**

**Key Responsibilities**

**Administrative & Office Management**
- Manage day-to-day administrative operations for clinics and construction office.
- Maintain organized digital and paper filing systems for contracts, invoices, and records.
- Support scheduling, meeting coordination, and internal communications.

**Accounting & Bookkeeping**
- Perform bookkeeping tasks including accounts payable and receivable, invoicing, and reconciliations.
- Process payroll entries, expense reports, and vendor payments.
- Assist with budget tracking and reporting for multiple projects/clinics.
- Generate financial statements and reports using QuickBooks and Excel.

**Financial & Reporting**
- Prepare monthly and quarterly financial summaries for management review.
- Ensure accuracy and compliance with financial policies and procedures.
- Work with accountants for year-end audits and tax preparations.

**Data & Documentation**
- Maintain and update project and clinic records, ensuring accuracy and confidentiality.
- Support preparation of contracts, proposals, and client documentation.
- Enter data and generate reports using Excel and other office software.

**Communication & Coordination**
- Serve as a point of contact for staff, contractors, and clients.
- Coordinate between clinic teams and construction administration.
- Communicate effectively across departments to ensure smooth workflows.

**Qualifications & Skills**

**Required**:

- 2-3+ years of administrative, bookkeeping, or accounting experience.
- Proficiency in **QuickBooks** (or equivalent accounting software).
- Strong knowledge of **Microsoft Excel** and MS Office Suite.
- Experience with office management and general administrative duties.
- Excellent written and verbal communication skills.
- Ability to multi-task, prioritize, and manage time effectively.
- Detail-oriented, organized, and proactive.

**Preferred**:

- Experience in **medical administration** or healthcare office settings.
- Knowledge of construction administration processes.
- Familiarity with payroll systems and HR administration.
- Post-secondary education or training in business administration, accounting, or related field.

**Working Conditions**
- Full-time position (Monday-Friday, 40 hours per week).
- Based at [Office/Clinic Location], with occasional travel between clinic sites if required.
- Fast-paced environment requiring adaptability and flexibility.

**Compensation & Benefits**
- Competitive salary based on experience.
- Health and dental benefits (after probationary period).
- Opportunities for professional development and growth within the company.
- Supportive, team-oriented work environment.

Pay: $25.00-$30.00 per hour

Expected hours: 40 per week

**Benefits**:

- Dental care
- Extended health care
- Paid time off

**Language**:

- English (required)

Work Location: In person

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