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Office Manager

2 weeks ago

Burnaby BC VA R, Canada Oceanside Psychology Group Full time

IMPORTANT: PLEASE READ BEFORE APPLYING

This is a full-time Office Manager role (Monday-Friday, 8 am-4 pm) in a psychology clinic. The position begins as a hybrid role, with the potential to move into a primarily in-person role as our office space expands. It is not suitable for students, those seeking ongoing remote or long-term hybrid work, or anyone with another job or recurring weekday commitments. Only candidates who meet the Required Qualifications and complete all application steps will be considered. Applicants who have applied for this position previously will not be considered.

About Us

Oceanside Psychology Group is a private psychotherapy practice dedicated to providing exceptional client care. As a clinic, we've built a culture grounded in supportive, trusting, and collaborative relationships. We take pride in helping our clients feel at ease and like VIPs from their first contact with the clinic.

Location: North Burnaby, BC (next to the Production Way-University SkyTrain)

Schedule: Monday-Friday, 8 am to 4 pm, with flexibility in the schedule for occasional time spent working outside of our standard business hours (up to 40 hrs/week).

What We Offer

  • Supportive, collaborative work environment.
  • Competitive salary & benefits.
  • Modern clinic with strong management and marketing support.
  • Growth opportunities.
  • Convenient location, easily accessible by transit, with ample free and paid parking.

What You'll Do

  • Oversee and carry out front desk operations (phones, emails, intake calls, scheduling, billing).
  • Hire, train, onboard, and mentor all new hires in office policies and procedures and to uphold the clinic's standards.
  • Support therapists' needs and coordinate HR functions (scheduling, timesheets, check-ins).
  • Track accounts receivable, financial metrics, and clinic performance.
  • Implement and refine systems and procedures for efficiency and client satisfaction.
  • Conduct regular quality assurance checks.
  • Respond to client feedback and concerns professionally and promptly.
  • Foster a positive, welcoming clinic culture.

What We're Looking For

You will thrive in this role if you:

  • Communicate clearly and confidently, inspiring trust and collaboration.
  • Enjoy a mix of client-facing and behind-the-scenes responsibilities.
  • Are highly organized, proactive, and able to anticipate needs before they arise.
  • Are self-motivated, detail-oriented, and process-driven.
  • Excel at working with and creating systems that improve efficiency and outcomes.
  • Work well independently and as part of a team.

Required Qualifications

  • Post-secondary education in business, administration, health care, or a related field (college diploma, certificate, or Bachelor's degree). Equivalent experience will also be considered.
  • 3-5 years of office management or equivalent leadership experience in an office, clinic, or professional setting
  • At least 3 years in an administrative role, ideally in health care, counselling, or a related professional setting
  • Proven leadership and team management skills
  • Strong organizational, problem-solving, communication, and interpersonal skills
  • Professionalism, discretion, and ability to handle confidential information
  • Proficiency with Google Suite, Microsoft Office, Windows, Dropbox, and Gmail
  • Ability to multitask and thrive in a fast-paced team environment
  • Detail-oriented and client-focused
  • Full-time, in-person availability Monday-Friday, 8 am-4 pm, with no overlapping school or work commitments

Please note: Candidates who do not meet the required qualifications or full-time in-person availability will not be considered.

Assets

  • Experience in health care, mental health, or private practice administration
  • Familiarity with clinic operations (scheduling, billing, intake calls, etc.).
  • Knowledge of HR processes such as staff onboarding, scheduling, and performance check-ins
  • Comfort with financial tracking, accounts receivable, and reporting metrics
  • Experience using JaneApp electronic scheduling software in an administrative role

Application Process

To be considered for this position, please submit the following:

  • A cover letter & resume (via Indeed)
  • Answers to all screening questions on Indeed
  • Results of the free Big 5 personality test ). Please email your results to , with the subject line: "Office Manager Application."

Only applicants who follow the instructions and complete all steps will be considered. Shortlisted candidates will be invited to complete pre-interview questions, followed by an interview with the clinic owner.

We thank all applicants for their interest. Only those selected for further consideration will be contacted.

Job Types: Full-time, Permanent

Pay: From $72,800.00 per year

Benefits:

  • Dental care
  • Extended health care
  • On-site gym
  • On-site parking
  • Paid time off
  • Vision care

Application question(s):

    1. Do you currently require sponsorship to work in Canada? Applicants requiring sponsorship cannot be considered.
    1. Have you completed post-secondary education in business, administration, healthcare, psychology, or a related field (e.g., diploma, certificate, or degree)? Please note: Post-secondary education is required for this position. Candidates without a diploma, certificate, or degree will not be considered.
    1. How many years of administrative or office reception experience do you have?
    1. How many years of management or supervisory experience do you have?
    1. This role requires full-time availability Monday-Friday, 8 am-4 pm, with occasional work outside these hours. Do you meet this requirement? Applicants who cannot meet this requirement will not be considered.
    1. This position begins as a hybrid role but may transition to full-time in-office work as our clinic expands. Are you able to work on-site full-time in the long term?
    1. Do you live within a comfortable commuting distance of our clinic at 3292 Production Way, Burnaby?
    1. Are you currently enrolled in an academic program or planning to return to school? Note: This position requires full-time weekday availability and is not suitable for students. Applicants who are students or planning to return to school will not be considered.
    1. Do you have a private space to work from home with reliable internet during the initial hybrid period?
    1. Have you supervised staff before? If yes: how many people and in what capacity?
    1. Are you proficient with Google Workspace, Microsoft Office, and Windows?
    1. Are you comfortable using electronic medical record systems or practice management software? Have you used JaneApp in a professional administrative capacity?
    1. On a scale from 0 to 10, how would you rate how much you like talking on the phone to new clients in an admin/client booking function (where "0" is "not at all" and "10" is "I love it")?
    1. On a scale from 0 to 10, how comfortable are you with technology (where "0" is "I avoid it at all costs" and "10" is "I'm very comfortable and a quick learner").
    1. On a scale from 0 to 10, how good are you at switching between tasks (where "0" is "not great…I like to focus on one type of task and keep doing that" and "10" is "I'm amazing…the more variety, the better")?

Work Location: In person