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:
Work Location: In person
