Office Coordinator - Burnaby

Monarch House; Burnaby; On-site; CAD 40,000 - 45,000; Full time

Benefits offered by this job

Competitive compensation (for part- &

Supervision hours for aspiring and pro

Mentorship and professional growth

Comprehensive health benefits

Flexible work options: 3/4/5 day weeks

Clinic location mobility across BC/AB/

Best Practice Day for clinicians

Paid Time Off and Wellness Days

Employee discounts

Mileage covered for travel

Job summary

Monarch House in Burnaby is seeking an Office Coordinator to create a positive first impression for staff, clients and suppliers. You will handle calls, inquiries, schedule appointments, manage files and support the clinical team with essential admin tasks. This in-clinic role offers steady hours and cross-location coverage across Burquitlam and Port Coquitlam clinics.

Join a collaborative team with opportunities for professional development and a supportive work environment.

Qualifications

• Diploma or Certificate in Business Administration, Medical Administration or a related field.
• Minimum of one year in Customer Service or an Administrative role.

Responsibilities

• Schedule and manage appointments for clients and coordinate staff rosters.
• Answer phones, greet visitors, collect information and direct inquiries.
• Manage multiple phone lines, emails and general inquiries and prioritize requests.
• Create client/employee files and maintain staff/client records.
• Maintain office equipment and supplies and handle scanning, copying and filing.
• Organize, mail/email and collect communications or documents.
• Support staff meetings, orientations and other functions.
• Maintain staff lists and bulletin boards.

Skills

Customer service

Administrative support

Data entry

Microsoft Office

Education

Business Administration or Medical Administration diploma/certificate

Tools

Excel

Microsoft 365

Job description

The Office Coordinator will ensure a positive first impression of Monarch House for internal (employees, contractors) and external (public, vendors, funders) stakeholders. Effectively listening and asking questions to ensure calls and inquiries can be directed to the appropriate person, the Office Coordinator ensures excellence in customer service and timely response. The Office Coordinator also provides administrative support to the local clinical team by executing administrative processes and tasks. Job type:Full-time Work setting:In-clinic role located in Burnaby, providing administrative support and coverage across the Burquitlam and Port Coquitlam clinics Work Schedule:Monday - Friday,10:30 AM to 6:30 PM PT Salary: 40,000-45,000/yr

What your day-to-day looks like:

• Schedule and manage appointments for clients and coordinate staff rosters to support smooth daily operations.
• Utilize effective and courteous communication skills to answer the phone, greet visitors, respond to questions and collect information to direct inquiries Manage multiple phone lines, emails, and general inquiries, effectively prioritize requests
• Manage multiple phone lines, emails, and general inquiries, effectively prioritize requests
• Participate in administrative projects, create client/employee files, maintain staff/client records and filing.
• Maintain operation of photocopier, stocking of supplies, scanning, copying and filing of documents.
• Organize, prepare, mail/email and collect client and employee communications or documents.
• Open and disperse emails and incoming mail. Manage outgoing mail and couriers.
• Support the organization and preparation of staff meetings, orientations and/or other functions.
• Maintain office staff lists, staff duties lists, bulletin boards, kitchen, general office entrance areas, etc. as applicable
• Data entry (excel) and Microsoft suite experience required

Job Requirements:

• Diploma or Certificate in Business Administration, Medical Administration or a related field.
• Minimum of one (1) year in Customer Service or an Administrative role.

What can Monarch House offer you

We are proud of our friendly environment, supportive leadership and the knowledgeable team members who make it all possible. That is why we do everything we can to show our appreciation. Our training, mentoring and education programs will provide you with opportunities for continued learning, support, and guidance whenever you need it.

• Competitive compensation (for part-time and full-time staff)
• Supervision hours for aspiring and provisionally registered clinicians
• Access to mentorship, premium resources, and subscriptions for professional growth and development
• Comprehensive health benefits for you and your family (if eligible)
• Flexible work options: choose from 3-day, 4-day, or 5-day work week (for clinicians only)
• Seamlessly move to different clinic locations across Ontario, Alberta, or British Columbia
• Join our annual Best Practice Day for learning and reflection with our national community of clinicians
• Enjoy Paid Time Off and Wellness Days (pro-rated for hourly staff)
• Exclusive unlimited employee discounts (e.g. hotels, cinema tickets, Apple products and more)
• Mileage covered (for float staff and clinicians travelling to multiple centers and/or the community)

Meet your Monarch House team

Established in 2009 in British Columbia as an interdisciplinary treatment centre for individuals with autism spectrum disorder (ASD) and their families, Monarch House has now expanded its geographic network and services to include the full range of services for individuals with academic, behaviour, communication, learning, motor, physical, speech, social and vocational needs.

Monarch House is a dynamic team of professionals providing challenging career opportunities and fulfilling roles in British Columbia, Alberta, and Ontario. Our professional staff work collaboratively and/or individually with each client and specifically tailor services to their needs. Our services can be provided in our centres, at clients’ homes and schools, in the community, and in specialized housing settings. Working with the fields’ thought leaders, we conduct our own research and are committed to continuous learning to provide the most effective treatments possible.

Monarch House is an Equal Opportunity Employer

At Monarch House, we are committed to fostering a workplace where everyone feels a true sense of belonging and is supported to fully participate as their whole selves. We recognize that each individual may have unique needs, and we are dedicated to providing reasonable adjustments and accommodations upon request for any interview, meeting, event, or training program.

If there is anything we can do to support your full participation and engagement, we encourage you to let us know. Your experience, comfort, and ability to fully belong are important to us.

AI Use in Recruitment and Applicant Screening

We confirm that AI is not used to screen or evaluate applicants. While Monarch House encourages and supports the use of AI to streamline administrative tasks, we believe a human-centered focus on recruiting talented individuals is at the core of cultivating a work environment where everyone belongs. As such, all applications are reviewed by knowledgeable team members who understand the role and what success looks like in the position, to ensure fair and thorough hiring practices that consider individual knowledge, skills and abilities.