Office Administrator

Stewart & Associates Counselling & Coaching • Full-time • Vancouver, British Columbia, Canada • C$ 35 / hour • 1m ago

Company description

Stewart & Associates has been providing professional, affordable counselling services to individuals, couples and families in the Lower Mainland since 1998.

Job description

The Office manager is the only administrative person at the company and is responsible for managing all of the company. This job is complex and requires meticulous thought and attention to detail, as well as the ability to juggle multiple priorities and ever-changing demands. Prior experience working in the healthcare industry is preferred and a minimum of 2 years working experience is required. Knowledge of Jane booking software is required.

The Office Manager is the initial point of contact for clients and must have excellent interpersonal skills and a strong sense of empathy, as clients often call us when they are in crisis. The Office Manager needs to exhibit warmth, friendliness, approachability and helpfulness to create a favourable first impression of Stewart & Associates.

The Office Manager is an exceptional company ambassador who provides an exemplary client experience by engaging the client to determine their needs and suggesting the appropriate Counsellor based on those needs.

The Office Manager is responsible for taking client payments and doing all the billings, including third party billing and managing office rentals.

Core Values

Confidentiality and Discretion

Honesty and Integrity

Dependability

Compassion and Empathy

Efficiency and Adaptability

Resourcefulness

Key Roles and Responsibilities

· Representing Stewart & Associates in the best possible manner to create/maintain positive relationships with clients and third-party payers in order to ensure recurring business.

· Scheduling appointments in Jane, maintaining the calendar and advising Counsellors when changes occur.

· Handling all incoming calls, intakes, emails and faxes, receiving all clients, couriers, etc.

· Processing credit card payments, debit payments etc.

· Preparing all invoices for third party payers, keeping accurate accounts receivable records and tracking payments.

· Liaising with third-party payers, and documenting their payment policies and practices.

Qualifications

Proficient in Jane App booking software
Proficient in Microsoft Office and Google Suite
Excellent clerical and administrative abilities
Customer service expertise with effective phone etiquette
Familiarity with front desk operations
Experience with QuickBooks, bookkeeping, and client billing
Knowledge of medical and dental office environments is a plus

Job Types: Full-time, Permanent

Pay: From $35.00 per hour

Expected hours: 40 per week

Benefits:

Dental care
Extended health care
Paid time off

Education:

Secondary School (required)

Experience:

Office administration: 2 years (required)
Jane booking software: 1 year (required)

Work Location: In person

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