Administrator

6 days ago

Vaughan, Ontario, Canada 4c60614e-534b-476a-a84d-99d89b4d58f6 Full time $40,000 - $60,000 per year

Job Title: Administrative Assistant / Intake Coordinator

Location: STAR Holistic Services Inc.

Hours: Fridays & Saturdays — 10:00 AM to 6:00 PM (Weekly)

Job Type: Part-Time, In-Office

Overview

We are seeking a detail-oriented and organized Administrator to join our therapy clinic on a part-time basis. The ideal candidate will support office operations, maintain accurate records, and provide exceptional customer service. This role requires strong computer skills, proficiency with office software, and the ability to manage multiple responsibilities efficiently. Experience in a medical or dental office is an asset but not required. The Administrator will play a key role in ensuring smooth day-to-day operations and maintaining a professional, welcoming environment.

Key Responsibilities

Client Communications

  • Respond to emails, voicemails, missed calls, and inquiries in a timely and professional manner
  • Make and answer phone calls while documenting communications in Jane
  • Send consultation and follow-up emails using provided templates
  • Provide excellent customer support and phone etiquette

Scheduling & Charting

  • Schedule, reschedule, and cancel appointments as required
  • Complete chart notes and record updates in Jane promptly

Documentation & File Management

  • Maintain accurate digital and physical records
  • Upload communications to the appropriate Jane profiles
  • Manage invoices, receipts, and expense records in Google Drive folders
  • Prepare and proofread documents, reports, and correspondence

Billing & Bookkeeping Support

  • Assist with invoicing, billing adjustments, and processing outstanding payments
  • Support bookkeeping tasks using QuickBooks or similar software

Records & Tracking

  • Create and update client and staff profiles
  • Maintain administrative logs and tracking spreadsheets

Outreach & Marketing Support

  • Assist with updating the website and online business profiles
  • Upload and distribute marketing materials
  • Support community outreach activities as needed

Front Desk & Office Operations

  • Greet visitors professionally and manage a multi-line phone system
  • Maintain a clean and organized reception area
  • Monitor and restock office supplies
  • Participate in staff meetings and training sessions

Qualifications

  • Previous administrative experience required
  • Strong organizational skills and attention to detail
  • Proficiency in Microsoft Office Suite and Google Workspace
  • Experience with QuickBooks or similar software preferred
  • Experience with Jane practice management software is a strong asset
  • Excellent communication skills with professional phone etiquette
  • Ability to multitask and prioritize tasks in a fast-paced environment
  • Customer service experience required
  • Medical or dental office experience is an asset but not mandatory

Why Join Us?

This role offers the opportunity to be a valued member of a supportive and professional team. You'll play a key role in ensuring a smooth experience for clients while developing your administrative skills in a clinical therapy clinic.

Job Types: Part-time, Casual

Pay: From $17.50 per hour

Expected hours: 20 per week

Application question(s):

  • Do you have experience using Jane?

Experience:

  • Administrative: 1 year (required)

Language:

  • English (required)

Work Location: Hybrid remote in Vaughan, ON

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