Administrative Support Assistant

Axis Therapy & Performance; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A multi-location healthcare provider in Toronto is seeking a Full-Time Administrative Support Assistant to execute administrative, HR, and operational tasks across all clinics. The role involves maintaining organization-wide documentation, supporting HR processes, and ensuring accurate daily operations. Ideal candidates should have over 2 years of administrative experience, strong organizational skills, and excellent communication abilities. This position offers a competitive wage of $21–25/hr.

Qualifications

• 2+ years administrative or coordination experience.
• Able to learn systems/tools quickly.
• Basic Excel/Google Sheets skills.

Responsibilities

• Maintain and update the Axis master calendar.
• Post job openings and conduct screening calls for admin candidates.
• Track clinician license/PLI renewals.
• Review and approve admin payroll hours across all clinics.
• Coordinate social media content days for all clinics.

Skills

Strong organizational and record-keeping skills

Clear, professional communication

High accuracy with repetitive tasks

Attention to detail

Ability to handle confidential information

Tools

Excel

Google Sheets

Job description

Role Summary

Administrative Support Assistant
Full-Time | 40 hours/week
Reports to: Director of People & Experience (secondary reporting to COO)
Supports: All Axis Therapy & Performance Locations
Wage: $21–25/hr

The Administrative Support Assistant is a support-focused, non-leadership role responsible for executing administrative, HR, and operational tasks across all Axis clinics. This role ensures our systems, records, and workflows remain organized, compliant, and consistent across the entire organization.

You will work closely with the People & Experience team, Regional/Senior Coordinators, and Clinic Directors to maintain documentation, support HR processes, manage multi-clinic admin tasks, and uphold accuracy and reliability in daily operational workflows.

This is a role for someone who thrives in structure, loves organization, and takes ownership of completing tasks that keep a multi-location company running smoothly.

Key Responsibilities

1. Administrative Support

• Maintain and update the Axis master calendar
• Keep digital filing systems organized and current
• Prepare administrative reports and weekly call logs
• Maintain and update internal directories used by all clinics
• Complete routine QA checks on compliance documentation
• Run inventory reports & coordination across all locations

2. HR & People Support

• Maintain and update staff files in BrightHR (contracts, licenses, PLI, certifications)
• Track clinician license/PLI renewals
• Post job openings and conduct screening calls for admin candidates
• Prepare onboarding and offboarding packages
• Track mandatory training organization-wide (H&S, WHMIS, privacy)

3. Payroll & Finance Support

• Review and approve admin payroll hours across all clinics
• Submit payroll and administrative hours to payroll
• Prepare clinician invoice summaries for Clinic Directors
• Reconcile insurance discrepancies and call insurers when needed
• Handle MVA/WSIB submissions, documents, and follow-ups
• Liaise with law firms on insurance documentation

4. Operations & Cross-Clinic Support

• Track rack inventory for all Axis locations
• Coordinate with clinic admin teams to confirm deliveries and maintain HQ tracking
• Maintain monthly inventory summaries
• Maintain Health & Safety documentation across all sites
• Support setup of new clinics (emails, Slack, insurance portals, etc.)
• Coordinate social media content days for all clinics
• Review SEO/blog content for accuracy and brand alignment

5. Uniform Program

Owns the entire Axis Uniform Program, including:

• Managing uniform request cycles and submission windows
• Receiving and reviewing uniform requests
• Liaising with uniform suppliers (quotes, sizing, orders, lead times)
• Tracking inventory, usage, and clinic-specific needs
• Maintaining uniform logs and distribution systems
• Ensuring consistency and brand alignment across all clinics

• 2+ year administrative or coordination experience
• Strong organizational and record-keeping skills
• Able to learn systems/tools quickly
• Clear, professional communication
• High accuracy with repetitive tasks
• Basic Excel/Google Sheets skills
• Ability to handle confidential information

Core Competencies

• Attention to detail
• Multi-location time management
• Consistency & reliability
• Clear communication
• Proactive problem-solving
• Strong follow-through