Receptionist/Administrative Assistant

Job Description: Administrative AssistantPosition Title: Administrative Assistant

Location: Oakville Wellness Center – Pembina Office (with some responsibilities at St. Mary's & St. Anne's locations)

Job Type: [Full-Time/Part-Time]

Reports To: Practice Manager

About Oakville Wellness Center:

Oakville Wellness Center provides therapy services to a diverse population, including couples, individuals, children, and adolescents. Guided by our core values of collaboration, hospitality, excellence, and respect, we are committed to creating a supportive and welcoming environment for our clients and staff.

Oakville Wellness Center shares office space and administrative resources with Maplecrest Church, a charismatic evangelical church that exists to share the love of Jesus Christ through biblical teaching and demonstrating love in action. While this position is primarily focused on supporting Oakville Wellness Center, there will be some administrative support provided to Maplecrest Church as needed.

Position Summary

The Administrative Assistant will be responsible for managing front desk operations, handling administrative tasks, and providing excellent client service. This role requires strong attention to detail, the ability to multitask, and excellent communication skills to assist both clients and therapists efficiently. While the primary focus is on Oakville Wellness Center, this position will also provide some administrative support to Maplecrest Church.

Key Responsibilities

• Serve as the first point of contact by welcoming and assisting clients.
• Answer phone calls, respond to inquiries, and schedule appointments.
• Process client payments and maintain accurate financial records.
• Ensure the reception area, therapy offices, and kitchen are clean and well-stocked.
• Maintain and update client databases and files, ensuring confidentiality.
• Coordinate office supplies and manage inventory.
• Support the Office Manager with administrative tasks, including filing, photocopying, billing, and data entry.
• Travel between Oakville's locations (Pembina, St. Mary's, and St. Anne's) as needed to maintain supplies and office organization.
• Provide occasional administrative support to Maplecrest Church.
• Perform other duties as assigned to support the smooth operation of the center.

Qualifications & Skills

• Minimum Grade 12 education (post-secondary diploma/degree preferred).
• Previous experience in reception, administrative, or customer service roles.
• Professional appearance and mature attitude.
• Strong interpersonal and communication skills.
• Advanced written and verbal communication skills in English, with a professional and client-focused tone.
• Highly organized, detail-oriented, and able to multitask effectively.
• Proficiency in Google Workspace including Google Drive, Sheets and Documents.
• Proficiency in CRM software is an asset.
• Ability to maintain confidentiality and handle sensitive client information.
• Vehicle is required to navigate between locations
• Ability to work both independently and as part of a team.
• Criminal record check & vulnerable sector check required.

Why Join Oakville Wellness Center?

• A welcoming and supportive team environment.
• The opportunity to make a meaningful impact by helping clients access therapy services.
• Professional growth through hands-on experience in a dynamic setting.

Job Type: Full-time

Application question(s):

• Have you read the job description in it's entirety?
• When uploading your resume, have you included a cover letter?

Education:

• Secondary School (preferred)

Experience:

• receptionist : 1 year (preferred)
• Administrative experience: 1 year (preferred)

Licence/Certification:

• driver's license (required)

Work Location: In person