Administrative Assistant - Bilingual

Gowan Consulting; Dutton; Remote; CAD 39,000 - 48,000; Full time

Job summary

A consulting firm in Ontario is seeking an energetic Admin Assistant to provide exceptional customer service and support office operations. This role involves managing communications, financial duties, and collaborating with team members. Candidates should have a degree in a relevant field and experience in office administration. The position offers remote work options and a salary range of $39,000 to $48,000 per year.

Qualifications

• 1-2 years of experience with report copy editing.
• Exceptional organizational skills.
• Experience in healthcare is an asset.

Responsibilities

• Manage emails and incoming calls.
• Provide exceptional customer service.
• Assist with financial duties related to Accounts Receivable and Payable.
• Ensure compliance with regulatory guidelines.

Skills

Customer service skills

Attention to detail

Problem-solving skills

Time management

Bilingual (French)

Education

Bachelor's degree in journalism, English, or relevant field

Administrative assistant training

Tools

Microsoft Office 365

QuickBooks Online

Case management software

Job description

Job Description

Salary : $39,000 - $48,000 per year

Gowan Consulting is looking for an energetic Admin Assistant who can create RAVING customers through the provision of excellent customer service. Working with a high-energy National Health and Disability Organization providing sustainable solutions for employees and employers across North America.

Role Summary :

The Administrative Assistant is responsible for supporting office operations, including financial duties, data entry, copy editing, managing communications (emails and phone calls), and providing administrative support to the team.

Duties :

• Manage emails and incoming calls by responding or forwarding to responsible parties.
• Provide exceptional customer service to Gowans customers, staff, clients, and subcontractors.
• Assist with financial duties related to Accounts Receivable and Accounts Payable.
• Complete administrative tasks and follow up with Occupational Therapists to meet standards and timelines.
• Meet reporting deadlines with high accuracy in collaboration with Occupational Therapists and the Clinical Lead.
• Check documents for grammar, spelling, readability, style, and editorial policy compliance.
• Follow regulatory guidelines for documentation, file management, and professional document security (encryption, password protection).
• Coordinate with the Marketing department to ensure communications and materials align with Gowans brand.
• Respond to phone and email requests from customers and subcontractors.
• Support referral process management and coordination.
• Provide clerical and administrative support to management as needed.
• Input detailed referral information into the internal case management system.
• Collaborate with the office team, customers, and subcontractors.
• Perform other duties as assigned.

Education & Experience :

• Bachelor's degree in journalism, English, or a relevant field, or administrative assistant training.
• 1-2 years of experience with report copy editing.
• Administrative assistant training and office administration skills.
• Exceptional organizational skills and attention to detail.
• Experience in healthcare is an asset.

Knowledge & Skills :

• Experience with case management software, Microsoft Office 365 (Word, Excel, PowerPoint), QuickBooks Online.
• Experience with digital health record management systems.
• Ability to manage a fast-paced environment with good time management, patience, and customer focus.
• Problem-solving and collaboration skills for organizational growth.
• Customer service skills.

Communication :

• Professional verbal and written communication skills.
• Bilingual (French) is an asset.

Competencies :

• Basic bookkeeping.
• Communication funneling.
• Customer service.
• Data entry.
• Documentation and editing/proofing.

Measures :

• Referral adjustments.
• Number of referrals entered per month.
• Number of reports edited per month.
• Completion of additional projects.
• Timeliness in OT assignments, report editing, and communication with customers.

Working Conditions :

• Up to 8 hours sitting and using office equipment/computers.
• High interaction with customers, staff, clients, and subcontractors.
• Some lifting of materials and supplies.
• Deadlines and urgent tasks may cause stress.

Remote work available.