Attention all Orthodontic Office Administrators:

Are you an individual that loves to constantly improve and maximise on your skills? Are you the type of person that loves organisation and efficiency to give the patient the experience they didn't even know they could have? Are you an extrovert with supreme customer service skills? Do you want to be part of an ortho team that supports you to be your best self at work?

If this sounds like you, then we have a position for you in Downtown Oakville. We are a boutique orthodontic office looking to expand and deliver a supreme patient experience. The doctor is looking forward to meeting the ideal candidate that shares a growth mindset; someone who is looking to fully utilise their management and leadership skills.

The successful candidate can look forward to positive vibes, a lively team that helps each other, and even a chance to pick the clinic music!

- Office is open Monday-Fridays; the ideal candidate would be available 4-5 days per week

- Office uses Ortho2Edge and Mango Voice systems

The Lead Administrator position is a key leadership role, serving as the right-hand person to the Orthodontist/CEO. In this position, you will be responsible for translating the office's vision into actionable, strategic plans and ensuring these are executed flawlessly across all departments. The ideal candidate is a resilient, results-oriented individual with a proven track record of scaling businesses.

**Knowledge of Mandarin Chinese an asset**

Responsibilities:

1. Own Daily Operations

Lead daily huddle and prepare the team for the day
Manage the schedule for productivity and flow
Anticipate and solve operational issues in real time
Ensure the day runs smoothly without doctor intervention

2. Drive Team Accountability

Run weekly to monthly team meetings and check-ins
Track individual and team performance
Work closely with the clinical team lead to identify and solve
Address performance issues quickly and directly
Reinforce culture, expectations, and standards daily

3. Own the Practice Scoreboard

Track daily, weekly, and monthly KPIs
Monitor production, collections, case acceptance, and schedule utilization
Identify trends and bring solutions
Keep leadership informed with clear reporting

4. Build and Maintain Systems

Document workflows and core processes
Implement and maintain SOPs and checklists
Ensure systems are consistently followed
Improve systems over time to increase efficiency

5. Lead Hiring and Onboarding

Coordinate hiring process and interviews
Support candidate selection and decision-making
Lead onboarding and early training
Ensure new hires integrate quickly into the team

6. Oversee Patient Experience

Monitor front office flow and patient interactions
Address service breakdowns immediately
Train team on communication and service standards
Ensure a consistent, high-quality patient experience

7. Support Doctor and Practice Growth

Execute on key initiatives and priorities
Filter and prioritize issues before escalating
Protect doctor’s time and focus
Help remove the doctor as the bottleneck

Qualifications:

Proven experience in an operations, integrator, or leadership role where you were responsible for driving results, not just supporting them
Strong ability to lead, coach, and hold a team accountable to clear standards and outcomes
Comfortable making decisions and solving problems quickly without constant direction
High ownership mindset. You take responsibility for outcomes, not just tasks
Able to operate in a fast-paced environment and stay steady under pressure
Clear, direct communicator who can navigate conversations with both team members and leadership
Strong organizational and execution skills. You follow through and close loops
Able to balance big-picture thinking with day-to-day execution
Experience in dental or healthcare is a plus, but not required for the right operator

What We Offer:

Base Hourly Rate: $25-$40 depending on experience

What you are stepping into:

A growing, high-performing orthodontic practice with strong momentum
A team that values ownership, execution, and accountability
A role with real influence. You will shape the team, systems, and direction of the business
A clear path for growth as the practice continues to expand

Pay: $25.00-$40.00 per hour

Application question(s):

Describe how you have grown a business where you have previously worked. Please provide as much detail as possible.
Are you bubbly and extroverted?
Describe a situation where something did not go quite right and you improvised to get things back on track:
Are you fluent with Microsoft, and how would you rate your typing skills?

Language:

Mandarin (preferred)

Work Location: In person

Hart Orthodontics

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Lead Administrator - Orthodontic Office Oakville