Administrative Assistant | Full-time Permanent | Vancouver

Back in Motion Rehab; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Job summary

A leading healthcare provider in Vancouver is looking for a full-time Administrative Assistant. This role includes supporting clients and staff, managing appointment bookings, and performing general office duties. The ideal candidate will have strong organizational and communication skills, along with at least one year of administrative support experience. Join a dynamic team committed to making a difference in people's lives while benefiting from mentorship and growth opportunities.

Qualifications

• At least one year of administrative support experience.
• Experience working with a multicultural population.
• Ability to meet deadlines.

Responsibilities

• Greet clients and assist with signing in attendance sheets.
• Book client appointments and process payments.
• Prepare clinical records and manage client flow.

Skills

Communication

Customer Service

Attention to Detail

Time Management

Organizational Skills

Tools

Microsoft Office

Jane Booking system

Job description

POSITION TITLE: Administrative Assistant

REPORTS TO: Administrative Manager

LOCATION: Vancouver (100% Onsite)

STATUS: Full-time Permanent

HOURS OF WORK: Monday to Friday – 9am – 5pm

Hourly Rate: $18.75

Under the direction of the Administration Manager, the Administrative Assistant is responsible for supporting clients and staff, photocopying documents, answering inquiries, and securely implementing the clinic's closing procedures.

Responsibilities

1. Greet clients and assist with signing in attendance sheets.
2. Book client appointments and process payments.
3. Balance end-of-day transactions.
4. Prepare bank deposits and take them to the bank weekly.
5. Prepare clinical records.
6. Conduct initial client orientation and collate documentation.
7. Assist clients in the waiting area and manage client flow.
8. Set up files, update KPI tracking sheets weekly, and mail monthly invoicing.
9. Monitor ICBC and WSBC rejections.
10. Perform general office administration as required.
11. Ensure janitorial standards, facility cleanliness, and manage maintenance.
12. Respond to client, customer, and staff needs.
13. Answer and transfer phone calls.
14. Manage mail and upload medical documents.
15. Distribute locks and parking passes to clients as needed.
16. Coordinate daily activities, close client appointments in CRM/JANE, and manage attendance sheets.
17. Coordinate client files upon discharge.
18. Score questionnaires and enter data into CRM.
19. Assist with facility cleanliness, including tidying exam rooms and lobby, laundry, and stocking supplies.
20. Participate in Health and Safety/Office Coordinator roles if applicable.
21. Track clinic inventory and prepare monthly orders.
22. Send daily contractor revenue reports.
23. Follow and implement clinic closing procedures.
24. Provide backup support to other administrative staff as needed.

Qualifications

Minimum Qualifications:

• At least one year of administrative support experience.
• Experience working with a multicultural population.
• Ability to meet deadlines.

Skills & Attributes:

• Professional manner and strong communication skills.
• Excellent customer service skills.
• Ability to work collaboratively and independently.
• Strong attention to detail.
• Effective time management and organizational skills.
• Knowledge of Jane Booking system (desirable).
• Proficiency in Microsoft Office, database systems, and basic administrative tasks.

We welcome candidates with similar experience and intermediate skills in MS Office, Zoom, Outlook, MS Teams, etc. If you enjoy helping people and working in a collaborative environment, bring your customer service, communication, problem-solving, and organizational skills.

Back in Motion is a multiple award-winning employer committed to excellence, mutual respect, integrity, teamwork, and people development. We value diversity and inclusion, offering mentorship, training, growth opportunities, and support for your career and personal milestones.

Join us and make a difference in people's lives.

Learn more about working at Back in Motion: https://youtu.be/T8pStdlgHM0