Secretary/Receptionist

1 week ago

Toronto ON MK N, Canada Aromatherapy Institute of Ontario Full time

Overview

We are seeking a professional and organized Receptionist/Secretary to join our team. Social Media management and marketing. This role is vital in ensuring smooth daily operations by managing front desk responsibilities, providing exceptional customer service, and supporting administrative functions. The ideal candidate will have strong office experience, excellent communication skills, and proficiency in various office software. Experience with medical or dental offices, QuickBooks, and Google Workspace is a plus. This position offers an opportunity to work in a dynamic environment where organizational skills and attention to detail are highly valued.

Duties

  • Greet visitors and clients in a courteous and professional manner at the front desk
  • Manage multi-line phone systems, screen calls, and direct inquiries appropriately
  • Schedule appointments and maintain calendars for staff or practitioners
  • Perform data entry tasks accurately using Microsoft Office, QuickBooks, and other relevant software
  • Handle filing systems, maintain records, and ensure documents are organized and accessible
  • Assist with administrative tasks such as proofreading correspondence, preparing reports, and managing mail
  • Support bookkeeping activities as needed, including invoicing and billing processes
  • Provide customer support by addressing inquiries promptly and professionally
  • Maintain a clean and welcoming reception area to ensure a positive first impression
  • Support medical or dental office operations by managing patient records and verifying insurance information if applicable

Qualifications

  • Proven clerical or administrative experience in an office setting; experience in medical or dental offices is preferred
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace applications
  • Familiarity with QuickBooks or bookkeeping software is advantageous
  • Strong computer skills with the ability to perform data entry accurately and efficiently
  • Excellent phone etiquette with experience handling multi-line phone systems
  • Exceptional organizational skills with attention to detail for proofreading and filing tasks
  • Ability to manage multiple priorities in a fast-paced environment
  • Strong customer service orientation with professional communication skills
  • Previous experience working as a receptionist or secretary in a medical or dental office is highly desirable
  • Ability to adapt quickly to new software systems and office procedures

Job Type: Full-time

Work Location: In person

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