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Office Assistant

3 weeks ago

Courtenay BC VN K, Canada Treehouse Therapy Inc. Full time

**Job Summary:**

We are seeking a detail-oriented Office Assistant to join our team. The ideal candidate will provide administrative support and ensure efficient operation of the office.

**Duties:**

The Office Assistant will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Assistant is responsible for streamlining administrative procedures, developing intra-office protocols, attending to the front desk and processing billing and payment.

The successful office assistant is an energetic and relational professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse amazing people.

Office assistant responsibilities:

  • Manage Jane App; support setup of client records, trouble shoot, and create efficient processes
  • Point person for maintenance, mailing, supplies, scheduling, equipment, bills, and errands
  • Organize office operations and procedures
  • Provides IT support and trouble-shooting with platforms such as Jane App, Zoho (email), and Voip phone system; researches and offer recommendations as needed; maintains up-to-date knowledge on changes and revisions
  • Manage relationships with the team and clients; Organize and schedule meetings and appointments
  • Manage clinic and therapists schedules, calendars, and appointments as requested
  • Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
  • Ensure office efficiency is maintained by carrying out planning and execution of supply ordering
  • Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
  • Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
  • Perform review and analysis of special projects and keep owners properly informed
  • Determine current trends and provide a review to management to act on
  • Responsible for providing orientation/training on billing, platform use, and office procedures to new team members
  • Tracking accounts receivable daily, promptly and efficiently invoicing clients and 3rd parties
  • Participate actively in the planning and execution of team events
  • Responsible for developing standards and promoting activities that enhance operational procedures
  • Ensure security, integrity, and confidentiality of data
  • Design and implement office policies and procedures
  • Oversee adherence to office policies and procedures
  • Analyze and monitor internal processes
  • Handle client inquiries and complaints
  • Manage internal staff relations

**Qualifications:**

  • Proven experience in an office environment

  • Proficient in Jane App

  • Strong organizational and planning skills

  • Must be self-directed, and work independently

  • Familiarity with office assistant duties in a busy clinic a plus

  • Proficient time management skills

  • Excellent written and verbal communication skills

  • Strong organizational skills with attention to detail

  • Ability to multitask and prioritize workload effectively

  • Knowledge of accounting, data, and administrative management practices and procedures; Knowledge of 3rd party billing and accounts receiviables

This position offers the opportunity to work in a dynamic office setting, gain valuable administrative experience, and contribute to the smooth operation of our office. If you are a motivated individual with excellent communication skills and a passion for providing exceptional team support, we encourage you to apply for this role.

Job Type: Part-time

Pay: $22.91-$28.00 per hour

Education:

  • Secondary School (preferred)

Experience:

  • Front desk: 1 year (required)
  • Administrative experience: 2 years (required)

Work Location: In person