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 assisting clients and staff, photocopying documents, answering client's questions and inquires, and securely implement the closing procedures of the clinic.
RESPONSIBILITIES

• Greets all clients and assists with signing in the attendance sheet;
• Booking client appointments, taking payments
• Balancing end of day
• Preparing bank deposits; taking them to the bank weekly to be deposited;
• Preparing Clinical Records;
• Initial client orientation and documentation collation;
• Assists clients in waiting area and helping with client flow;
• File set-ups, KPI Tracking sheet updated weekly; monthly invoicing mailed out
• Monitor ICBC and WSBC rejections
• General office administration as required;
• Ensures standard of Janitorial services, facility cleanliness and manage maintenance of facility;
• Responds to various client, customer and staff needs;
• Answers and transfers telephone calls;
• Receives and distributes mail, uploading medicals;
• Distribute locks and parking passes to clients if needed;
• Co-ordinating daily activity, close client appointments in CRM/JANE, prepare and enter sign-in/out attendance sheets;
• Co-ordinating client files upon discharge;
• Scoring various questionnaires and entering information into CRM;
• Assisting in general cleanliness of the facility (tidying exam rooms and lobby, completing laundry, scheduling dish duty, stocking supplies, );
• Health and Safety/ Office Coordinator Roles (if applicable)
• Keeping track of clinic inventory, preparing monthly orders
• Send contractors revenue reports daily
• Follow and implement closing procedures of the clinic.
• Providing back up support for other administrative staff when needed.

QUALIFICATIONS1.Minimum Qualifications:

• Minimum of one year of administrative support.
• Experience working with a multi-cultural population.
• Meets deadlines.

2.Skills & Attributes:

• Required
  • Professional manner and strong communication skills.
  • Excellent customer service skills
  • Ability to work collaboratively with a team as well as independently.
  • Excellent attention to detail.
  • Effective time management skills.
  • Excellent organizational skills.
• Desirable Skills
  • Knowledge of Jane Booking system
• Technical Skills
  • Strong proficiency with Microsoft Office, database systems and basic admin tasks, office equipment and software applications.

We invite candidates with similar experience, intermediate skills in MS Office, Zoom, Outlook, MS Teams, etc. If you enjoy helping people and being part of a collaborative team, bring your exceptional customer service and communication skills along with you ability to problem solve and organize multiple priorities.
Back in Motion is a multiple award-winning employer with a culture of excellence, mutual respect, integrity, teamwork, and commitment to people.
Our team members say they enjoy our flexible working conditions within an environment of growth and development. They truly value that we hire from within for new opportunities and leadership roles. Because our teams are diverse and inclusive, we believe we are stronger because of our unique experiences and perspectives. Mentorship, training, opportunities to contribute, and continuous support in our career and personal milestones are just a few standards that are most valued within BiM.
Work with us and with our amazing team to make a real difference in people's lives.
To learn more about what it is like to work at Back in Motion visit https://youtu.be/T8pStdlgHM0.

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