Medical Office Administrator

2 weeks ago

Markham, Ontario, Canada York Hyperbaric Medical Center Full time $60,000 - $80,000 per year

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

We are seeking a highly organized and motivated Medical Administrator to join our team. This individual will provide administrative and financial support across our medical construction projects and medical clinics. The ideal candidate has strong skills in QuickBooks, accounting, bookkeeping, Excel, and office administration, combined with excellent communication abilities and a willingness to learn new systems and tasks.

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.
  • Handle incoming calls, emails, and correspondence in a professional manner.
  • 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.

Job Type: Full-time

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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