Administrative Assistant

Resolve Sleep Health; Vaughan; On-site; CAD 40,000 - 52,000; Full time

Benefits offered by this job

RRSP Matching program

Clinic Incentive program

Paid wellness days

Paid vacation

Job summary

Resolve Sleep Health is seeking an Administrative Assistant to support the Oxygen team and ensure smooth day-to-day operations at our Vaughan, ON location. This full-time in-office role focuses on scheduling, records maintenance, and coordination with patients and referral sources.

The ideal candidate is organized, detail-oriented, and service-focused, with strong communication skills and the ability to multitask across administrative tasks.

Qualifications

• High school diploma required. Post-secondary such as a Medical Office Assistant diploma is preferred.
• Experience with CRM or EMR programs (Salesforce an asset).
• Proficiency in MS Office (MS365) and ability to learn computer applications.

Responsibilities

• Handle incoming calls from patients and referral sources.
• Coordinate and schedule patient appointments, oxygen setups and deliveries.
• Liaise with patients and referral sources; maintain records and CRM/EMR data.

Skills

Communication

Rapport building

Organizational skills

Confidentiality

Teamwork

Multitasking

CRM/EMR familiarity

Education

High school diploma

Medical Office Assistant diploma

Tools

Salesforce

MS Office

Job description

Compensation is competitive and commensurate with experience. We offer a comprehensive benefits package and opportunities for professional growth and development.

At Resolve Sleep Health, we believe that better sleep leads to a better life — and we’re on a mission to help Canadians from coast to coast wake up healthier, happier, and more energized.

As Canada’s largest independent provider of sleep health services with over 145 clinics (and growing!), we’re transforming the way patients experience care. Through innovation, technology, and compassionate teamwork, we’re making sleep health accessible, effective, and life changing.

Position Summary

The Administrative Assistant is responsible for supporting the efficient day-to-day operation of the Oxygen team. This position provides general administrative support to employees and management, coordinates office activities, maintains records, assists with scheduling, and ensures administrative processes are completed accurately and efficiently. This position is full-time in office located at 24 Viceroy Road Unit #2 Vaughn, ON

The successful candidate will be organized, approachable, detail-oriented, service-focused, and comfortable managing multiple administrative tasks throughout the day.

Key Responsibilities

• Handling of incoming calls from patients and referral sources (physicians, hospitals, nursing homes etc)
• Liaising with patients and referral sources
• Oxygen equipment troubleshooting by telephone
• Coordinating and scheduling of patient appointments, oxygen setups and deliveries
• Arranging and confirming patient appointments and deliveries
• Intake of orders for oxygen therapy and respiratory care by telephone, email and fax.
• Timely response to inquiries from patients and referral sources
• Data input and tracking into the CRM/EMR system
• Recording and distribution of staff meeting minutes
• Ordering of office supplies and stationery
• Competitive pay
• Paid wellness days
• RRSP Matching program
• Clinic Incentive program
• Paid vacation

The ideal candidate will have the following skills

• An inherent ability to build quick and earnest rapport with customers.
• Exceptional communication skills, both verbal and written
• A high level of confidence in identifying the client's needs and acting accordingly
• Ability to quickly learn new software programs and other technologies
• Excellent organizational skills with attention to detail
• Strong awareness of patient confidentiality.
• Team collaboration
• Ability to work as part of a team under minimal supervision

Requirements

• High school diploma
• Post-secondary education such as a Medical Office Assistant diploma is preferred
• Experience with CRM or EMR programs such as Salesforce in an asset
• Excellent ability to navigate and learn computer applications
• Proficiency in Microsoft Office software applications (MS365)
• Minimum of 1 years of administrative or customer service experience

Note: A combination of education and experience outside the standards below may also be considered.

This is more than a job — it’s a chance to make a real difference. Learn more about us at www.resolvesleep.com.

We’re committed to fostering an inclusive workplace that reflects the communities we serve. We welcome applicants from all backgrounds and will provide accommodations as needed throughout the hiring process.

We thank all candidates for their interest; however, only those selected for an interview will be contacted.