Front Office

2 weeks ago

Markham, Ontario, Canada In-Common Laboratories Full time
  • Position : Front Office & Facilities Coordinator
  • Reports to: HR Director
  • Contract Type: Fixed-Term One-Year Contract (with likely extension/renewal based on business needs and performance)
  • Hours: Full-Time during normal business hours
  • Location: On-Site (North York, Ontario)
  • Work Environment: Inclusive, innovative, and growth-oriented culture at the forefront of laboratory referral testing.
  • Operational Focus: Front Desk Reception, Facilities Support and Office Administration, Patient Coordination

OVERVIEW

In-Common Laboratories (ICL) is seeking an efficient and highly organized Front Office & Facilities Coordinator to join our team.

In this vital role, you will ensure the smooth daily operation of front desk reception, patient coordination, and facilities administration.

This is a dynamic, fast-paced role ideal for someone who enjoys variety, thrives on multitasking, and takes pride in creating a welcoming and well-functioning office environment.

Why Join Us?

  • Competitive salary and benefits

  • Hands-on experience in the medical laboratory environment

  • Opportunity to make a difference

  • Collaborative and innovative culture

  • Supportive team culture that values your contributions

KEY RESPONSIBILITIES:

Patient Coordination & Reception:

  • Manage the phlebotomy appointment schedule via the online booking system.

  • Verify client information and respond to patient questions and inquiries

  • Process custom requisitions, including preparing forms and documentation.

  • Handle patient payments and issue receipts.

  • Respond to client inquiries and assist with client account set-up.

  • Greet and assist visitors in a courteous and professional manner.

  • Provide general assistance to visitors.

  • Maintain the visitor log and issue visitor badges.

Facilities & Office Support:

  • Receive deliveries (non-hazardous) and give couriers instructions.

  • Distribute mail and handle internal sample drop-offs.

  • Coordinate janitorial services to maintain cleanliness.

  • Coordinate with facilities team re: daily facilities-related inquiries, complaints, or requests.

  • Coordinate shredding service visits as per the schedule.

  • Order organizational supplies, monitor and restock as needed.

  • Organize and storing materials, assist with conference bookings and ordering branded assets.

  • Support space and storage organization within the office.

  • Keep communal areas and lunchroom cupboards orderly, well-stocked and well-organized.

Administrative Support:

  • Liaise with vendors and third-party service providers.

  • Provide administrative support to department leads and team members.

  • Organize and maintain custom requisitions in line with Quality Management System requirements.

  • Upload and manage contracts in the contract management system.

  • Oversee annual laboratory license renewals.

  • Support senior leadership with calendar management, meeting coordination, note-taking, and summary preparation.

  • Assist in organizing company events, including logistics and food orders.

QUALIFICATIONS:

  • High school diploma or equivalent (additional admin/secretarial training is a plus).

  • Proven experience in an administrative assistant, or office support role.

  • Strong multitasking, time management, and organizational skills.

  • Detail-oriented and methodical with a proactive mindset.

  • Excellent verbal and written communication skills.

Job Type: Fixed term contract

Contract length: 12 months

Work Location: In person

  • Front Desk Receptionist

    1 week ago

    Markham, Ontario, Canada Synkro Automotive Repair Corp. Full time

    OverviewWe are seeking a professional and organized Front Desk Receptionist to join our team. This role is vital in providing exceptional customer service, basic administrative tasks, and ensuring the smooth operation of our front office. The ideal candidate will have strong office experience and excellent communication skills. This position offers an...

  • Front Desk Administrator

    2 weeks ago

    Markham, Ontario, Canada ALFI Physiotherapy Full time

    Job SummaryWe are seeking a highly organized and professional Front Desk Administrator to join our team. This role is vital in ensuring smooth office operations, providing exceptional customer service, and managing administrative tasks efficiently. The ideal candidate will possess strong office management skills, be proficient in various computer...

  • Principal Front-end Engineer

    2 weeks ago

    Markham, Ontario, Canada Questrade Financial Group Full time

    Questrade Financial Group (QFG), through its companies - Questrade, Inc., Questrade Wealth Management Inc., Community Trust Company, Zolo, and Flexiti Financial Inc., provides securities and foreign currency investment, professionally managed investment portfolios, mortgages, real estate services, financial services and more. Questrade uses cutting-edge...

  • Medical Office Assistant

    7 days ago

    Markham, Ontario, Canada Ga care medical Full time

    Job OverviewWe are seeking a dedicated and organized Medical Office Assistant to join our healthcare team. The ideal candidate will provide exceptional front desk support, manage electronic medical records, and ensure smooth daily operations within a busy medical or dental office. This role requires strong administrative skills, familiarity with medical...

  • Front of the House, Cafe

    2 weeks ago

    Markham, Ontario, Canada EVANS COFFEE OPERS Full time

    About usYonge Cafe is a small business in North York, ON M2N 7E9We are fast-paced cafe & bistro, with high standards for food quality, customer service & team responsibility & accountability.Our goal is to be the #1 choice of North York's Cafe & Bistro, providing top level Corporate Catering & On site experience, with delicious coffee & food, in a relaxed &...

  • Front Desk Administrator

    2 weeks ago

    Markham, Ontario, Canada Yonge Finch Dental Centre Full time

    OverviewWe are seeking a professional and organized Front Desk Agent to join our team. This role is essential in providing exceptional customer service, managing administrative tasks, and ensuring smooth daily operations at our office. This role is ideal for someone who enjoys variety, teamwork, and providing an excellent patient experience.DutiesManage...

  • Medical Office Assistant

    7 days ago

    Markham, Ontario, Canada Markham Urology Full time

    Job OverviewWe are busy Urology clinic seeking a Medical Office Assistant to join our healthcare team.This role involves managing patient interactions, maintaining accurate records, and ensuring smooth daily operations.Candidates with experience in electronic medical records and office management will thrive in this position.ResponsibilitiesGreet patients...

  • Office Administrator/Accounts Assistant

    1 week ago

    Markham, Ontario, Canada ScillTech Professional Services Full time

    OverviewWe are seeking a highly organized and proactive Office Administrator(Account Receivable Clerk) to join our team. The ideal candidate will play a vital role in managing daily office accounting tasks, supporting team members, and ensuring efficient administrative processes. This position offers an opportunity to contribute to a dynamic work...

  • Receptionist/Medical office Admin

    4 days ago

    Markham, Ontario, Canada Pathway to Wellness Full time

    Do you have experience working in a Chiro or Physio Office?Do you enjoy working in a team environment to help serve the community?Are you able to multitask?If you answered yes to these questions, please feel free to apply for this position.We are looking for a dedicated front desk Receptionist to join our team.We have been in practice for over12 years with a...

  • Medical Office Receptionist/ phlebotomist

    6 days ago

    Markham, Ontario, Canada Waterdrop Medical Centre Full time

    Job Title: Medical receptionist/ lab phlembotomstOverview:We are seeking a dedicated Medical Receptionist to join our team. The ideal candidate will be responsible for providing exceptional administrative support in a medical office setting. If you have a passion for healthcare and excellent organizational skills, we invite you to apply for this rewarding...