Location: STAR Holistic Services Inc.
Hours: Variable hours assigned based on clinic needs and operational requirements.
Job Type: Casual
Overview
We are seeking a detail-oriented and organized Administrative Assistant / Intake Coordinator to join our therapy clinic in a casual position. Hours are assigned based on clinic needs and operational requirements. The ideal candidate will support office operations, maintain accurate records, and provide exceptional customer service. This role requires strong computer skills, proficiency with office software, and the ability to manage multiple responsibilities efficiently. Experience in a medical or dental office is an asset but not required. The Administrative Assistant / Intake Coordinator will play a key role in ensuring smooth day-to-day operations and maintaining a professional, welcoming environment.
Key Responsibilities
Client Communications
- Respond to emails, voicemails, missed calls, and inquiries in a timely and professional manner
- Make and answer phone calls while documenting communications in Jane
- Send consultation and follow-up emails using provided templates
- Provide excellent customer support and phone etiquette
Scheduling & Charting
- Schedule, reschedule, and cancel appointments as required
- Complete chart notes and record updates in Jane promptly
Documentation & File Management
- Maintain accurate digital and physical records
- Upload communications to the appropriate Jane profiles
- Manage invoices, receipts, and expense records in Google Drive folders and/or Gmail
- Prepare and proofread documents, reports, and correspondence
Billing & Bookkeeping Support
- Assist with invoicing, billing adjustments, and processing outstanding payments
Records & Tracking
- Create and update client and staff profiles
- Maintain administrative logs and tracking spreadsheets
Outreach & Marketing Support
- Assist with updating the website and online business profiles
- Upload and distribute marketing materials
- Support community outreach activities as needed
Front Desk & Office Operations
- Greet visitors professionally and manage a multi-line phone system
- Maintain a clean and organized reception area
- Monitor and restock office supplies
- Participate in staff meetings and training sessions
Qualifications
- Previous administrative experience required
- Strong organizational skills and attention to detail
- Proficiency in Microsoft Office Suite and Google Workspace
- Experience with QuickBooks or similar software preferred
- Experience with Jane practice management software is a strong asset
- Excellent communication skills with professional phone etiquette
- Ability to multitask and prioritize tasks in a fast-paced environment
- Customer service experience required
- Medical or dental office experience is an asset but not mandatory
- Marketing and/or experience with social media is an asset but not mandatory
Why Join Us?
This role offers the opportunity to be a valued member of a supportive and professional team. You’ll play a key role in ensuring a smooth experience for clients while developing your administrative skills in a clinical therapy clinic.
Pay: From $17.75 per hour
Application question(s):
- Do you have experience using the Jane App?
Experience:
- Administrative: 1 year (required)
Language:
Work Location: Hybrid remote in Woodbridge, ON
