Office Administrative Assistant

Cyberwellsolutions; Burlington; On-site; CAD 45,000 - 50,000; Full time

Job summary

WELLSTAR, a WELL Health Technologies Corp. subsidiary, seeks an Office Administrative Assistant for our Burlington, ON location. This full-time, on-site role focuses on organizing documents, coordinating schedules, and supporting the team with a range of administrative tasks.

The ideal candidate has 2+ years in office administration, strong organizational skills, and proficiency with Microsoft Office. Healthcare/EMR exposure is a plus.

Qualifications

• 2+ years of experience in office administration or similar role.
• Strong organizational and time-management skills with ability to manage multiple priorities.
• Experience handling documents, filing, scanning, and document retention processes.
• Attention to detail and accuracy with billing sheets, insurance claims, and admin docs.
• Comfort coordinating schedules, deliveries, and day-to-day logistics.

Responsibilities

• Efficiently manage and organize office documents including scanning and uploading billing sheets.
• Coordinate and manage the weekly schedule for courier deliveries and pickups.
• Oversee office supplies and equipment, manage stock and maintenance orders.
• Answer phone calls, take messages, and relay information to appropriate colleagues.
• Coordinate general office operations to support team needs and daily workflows.
• Assist with additional administrative tasks as needed to improve efficiency.
• Process insurance claims and support EMR-related file handling.

Skills

Organizational skills

Time management

Communication skills

Attention to detail

Independent work

Team player

Scheduling

Vendor coordination

Tools

Microsoft Office

EMR systems

Job description

Position Title: Office Administrative Assistant

Salary Range $45,000 - $50,000

Job Class: Full Time

Work Location: Burlington, ON (Required to work on-site 5 days a week)

About the Company:

WELLSTAR, a majority-owned subsidiary of WELL Health Technologies Corp., is Canada's leading provider of healthcare-focused technology solutions. WELLSTAR’s comprehensive range of products and solutions are designed to streamline care delivery, integrate fragmented healthcare systems more seamlessly, reduce provider burnout, and improve patient healthcare experiences and outcomes.

Position Summary:

DoctorCare is looking for an office manager to oversee the smooth running of our office and administrative functions. This role will involve managing documents, coordinating schedules, overseeing office supplies and equipment, and handling a variety of office tasks to support the team. The ideal candidate will have strong organizational skills, a high attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

What you will be doing:

• Efficiently manage and organize office documents, including scanning and uploading billing sheets, maintaining a filing system for document retention and disposal, and overseeing employee cubbies by sorting the necessary documents.
• Coordinate and manage the weekly schedule for our courier, ensuring timely deliveries and pickups.
• Manage office supplies and equipment, ensuring stock levels are maintained and coordinating maintenance, repairs, and orders as needed.
• Answer phone calls at the office, taking messages and relaying to the appropriate person(s).
• Coordinate general office operations, supporting team needs and ensuring the office environment runs smoothly on a day-to-day basis.
• Assist with any additional administrative tasks as needed to support the team as the business needs change and contribute to improve office efficiency.
• Manage the processing of insurance claims and support the team with necessary file processing from the EMR system.

You have:

• 2+ years of experience in office administration, administrative support, or a similar role.
• Strong organizational and time-management skills, with the ability to manage multiple priorities and maintain accurate records.
• Experience managing office documents, filing systems, scanning, uploading, and document retention processes.
• Strong attention to detail and accuracy when handling billing sheets, insurance claims, and other administrative documentation.
• Experience coordinating schedules, deliveries, pickups, and other day-to-day office logistics.
• Proficiency with Microsoft Office applications, including Outlook, Word, and Excel.
• Strong verbal and written communication skills, with a professional and courteous approach to handling phone calls and internal communications.
• Experience managing office supplies, equipment, maintenance requests, and vendor coordination.
• Ability to work independently, take initiative, and proactively identify ways to improve office processes and efficiency.
• A collaborative and flexible approach, with a willingness to support the team with changing administrative and operational needs.
• Experience working with EMR systems and processing insurance-related documentation is considered an asset.
• Experience in a healthcare or medical office environment is considered an asset.

The salary for this position falls within a defined range and will be determined based on several factors, including the candidate’s experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate.

WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions.

WELL has been independently certified as a Great Place to Work by the Great Place to Work Institute Canada. This recognition reflects our commitment to building a workplace culture rooted in trust, inclusivity, and employee well-being. It also aligns with our Healthy Place to Work pillar and the priorities outlined in our annualSustainability Impact Report .