Halifax Nova, Scotia Medical office administration Jobs – 31 Openings This Week

Office Manager
Port to Port Immigration Services Inc —Halifax, NS
- $65,000–$80,000 a year
- Full-time
- Google Suite
- Microsoft Office
- Administrative experience
- Profit sharing
- Dental care
Quick apply
FULL TIME - Family Practice Medical Office Assistant (Bedford)
The Family Focus —Halifax, NS
- $18–$20 an hour
- Full-time
- Microsoft Word
- Microsoft Excel
- Inventory control
- Dental care
- Paid time off
Quick apply
1d
Medical Receptionist
Grifols Plasma Donation Center —Halifax, NS
- $36,608 a year
- Weekends as needed
- High school diploma or GED
- Bachelor's
- Front desk
- Dental care
- Vision care
Quick apply
Medical Office Administrator
Lifemark Health Group —Halifax, NS
- Full-time
- High school diploma or GED
- Data entry
Quick apply
Patient Care Coordinator
Coastal Care Veterinary Emergency & Referral Hospital —Halifax, NS
- $28–$40 an hour
- Full-time
- Supervising experience
- Team management
- Patient care
Quick apply
Clinical Support / Administrative Assistant - The Pelvic Health Clinic
The Pelvic Health Clinic by Erika Burger Physiotherapy —Dartmouth, NS
- $20.50–$25.00 an hour
- Full-time
- Microsoft Word
- Google Suite
- Windows
Quick apply
12h
Medical Office Administration Instructor - Halifax
Eastern College —Halifax, NS
- Part-time
- Medical office experience
- Mentoring
- Classroom experience
Quick apply
Front Desk Care Coordinator
Lifemark Health Group —Dartmouth, NS
- Part-time
- Microsoft Office
- High school diploma or GED
- Data entry
Quick apply
Administrative Assistant
Cole Harbour Physiotherapy & Rehabilitation Inc —Dartmouth, NS
- $17.45–$28.35 an hour
- Full-time
- Medical office experience
- Administrative experience
- QuickBooks
- Disability insurance
- Dental care
Quick apply
13d
Medical Office Assistant (MOA) – Full-Time
Yago Health —Bedford, NS
- $20.00–$25.89 an hour
- Overtime
- Medical office experience
- Administrative experience
- Organizational skills
- Designated paid holidays
- Flexible schedule
Quick apply
12d
Administrative Assistant/ EHB Biller
Resolve Sleep Health —Bedford, NS
- Full-time
- Remote
- Microsoft Outlook
- Administrative experience
- Front desk
- Dental care
Quick apply
10h
Medical receptionist
NovaS Medical —Halifax, NS
- $17–$20 an hour
- Part-time
- Medical office experience
- Administrative experience
- High school diploma or GED
Quick apply
10d
Patient Care Coordinator
MEND RX Physiotherapy | Massage Therapy | Chiropractic —Bedford, NS
- $18.50–$25.00 an hour
- Full-time
- Hospitality
- Customer service
- Medical office experience
Quick apply
Administrative Assistant
Resolve Sleep Health —Bedford, NS
- Full-time
- Google Suite
- Customer service
- Microsoft Office
- Dental care
- Employee assistance program
Quick apply
Office Manager/Bookkeeper
OPX Excavating & Landscaping Inc —Bedford, NS
- $22–$28 an hour
- Part-time
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Dental care
- Life insurance
Quick apply
Office Manager
Express Employment Professionals —Bayers Lake, NS
- $30 an hour
- Full-time
- Microsoft Excel
- Customer service
- ERP systems
- Dental care
- Paid time off
Quick apply
10d
Medical Administrator/Receptionist
ScotiaMed —Bedford, NS
- $19–$22 an hour
- Full-time
- Medical office experience
- English
- Microsoft Office
Quick apply
6d
Patient Care Coordinator
Resolve Sleep Health —Lower Sackville, NS
- Full-time
- Administrative experience
- Front desk
- Dental care
Quick apply
7d
Administrative Assistant/Operations Support
Ummah Society —Halifax, NS
- From $18 an hour
- Full-time
- Google Suite
- Microsoft Outlook
- Inventory management
- Dental care
- Paid time off
Quick apply
Patient Care Coordinator - Alderney Dental Group
Dentalcorp Canada —Dartmouth, NS
- Full-time
- Administrative experience
- Employee assistance program
Quick apply
7d
Patient Care Coordinator
Accurate Hearing —Lower Sackville, NS
- From $20 an hour
- Part-time
- Microsoft Powerpoint
- Microsoft Word
- CRM software
- Store discount
- Disability insurance
Quick apply
1d
Dental Receptionist
Spring Garden Dentistry —Halifax, NS
- Full-time
- Administrative experience
- Commuter benefits
- Dental care
Quick apply
7d
Front Desk Receptionist
Anxiety & Trauma Clinic of Nova Scotia —Bedford, NS
- $17–$20 an hour
- Part-time
- Microsoft Word
- Google Suite
- Administrative experience
- Dental care
- Flexible schedule
Quick apply
10d
Guest Services Administrator
Massage Addict Spring Garden Road —Halifax, NS
- $17–$20 an hour
- Part-time
- Microsoft Word
- Microsoft Excel
- Sales
Quick apply
Clinic Manager / Practice Coach II
FYidoctors —Halifax, NS
- Customer service
- Microsoft Office
- Supervising experience
Quick apply

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Office Manager

Port to Port Immigration Services Inc
Halifax, NS

Quick apply

Job details

Permanent | Full-time

Benefits

Profit sharing
Extended health care
Dental care
Paid time off

Skills

French
Record keeping
Google Suite
Operations management
Case file maintenance
Administrative support experience
Administrative and business operations experience
Microsoft Office
Administrative experience
Schedule management
Project management
Data management
Continuous improvement
Organizational skills
Document archiving
Executive support experience
Office management
Document management
Microsoft Outlook Calendar
Personal Information Protection and Electronic Documents Act (PIPEDA)
Communication skills
Team coordination
Project progress tracking
Business process improvement

Full job description

THE COMPANY

Port to Port Immigration Services Inc. is a Halifax-based B2B immigration consulting firm specializing in Labour Market Impact Assessments (LMIAs), the Temporary Foreign Worker Program, employer-driven immigration solutions, international mobility, and other work permit pathways. We support approximately 70 employer-clients across the seafood, healthcare, hospitality, agriculture, and skilled trades sectors, helping them navigate complex regulatory processes to build and retain their workforce.

About the Role

We're looking for an organized, detail-oriented Office Manager to keep our day-to-day operations running smoothly. This role sits at the center of our office — managing client files, safeguarding sensitive personal and employer data, coordinating internal meetings, and administering staff scheduling. A key focus of this role is driving strong internal project and process management so that candidates move through the immigration pipeline efficiently and arrive at their workplace on time, keeping our employer-clients' staffing needs on track. You'll work closely with our consultants and leadership team to make sure the firm's operations are efficient, compliant, and dependable.

## Key Responsibilities

**Candidate Mobilization & Process Management**

- Oversee internal project management of each case's timeline, from application submission through to the candidate's arrival at the employer's workplace.
- Track key milestones and dependencies across the immigration process, proactively identifying and resolving bottlenecks that could delay a candidate's start date.
- Coordinate between consultants, employer-clients, and candidates to confirm travel, documentation, and arrival logistics are aligned with the partner employer timelines.
- Maintain and continuously improve internal process management tools and workflows (trackers, checklists, status dashboards) to standardize and speed up case progression
- Provide regular status updates to leadership and employer-clients on candidate pipeline timing and any at-risk arrivals.

**File & Records Management**

- Create, organize, and maintain client and case files (physical and digital), ensuring consistent naming conventions and version control.
- Track document intake, completeness, and retention/disposal schedules in line with firm policy and regulatory requirements.
- Support consultants by retrieving, updating, and archiving case documentation as files move through the immigration process.

**Data & Privacy**
- Ensure day-to-day handling of client, applicant, and employer information complies with PIPEDA and applicable Nova Scotia privacy requirements.
- Maintain secure storage and access controls for sensitive personal and immigration records, both digital and paper-based.
- Monitor and log data access, sharing, and retention practices; flag potential privacy issues to leadership.
- Assist in maintaining and updating internal privacy policies and procedures as the firm grows.

**Meetings & Internal Coordination**
- Schedule, prepare agendas for, and coordinate logistics for weekly team meetings.
- Take and distribute meeting minutes, track action items, and follow up to ensure completion.
- Serve as a point of contact between consultants, leadership, and external partners for scheduling needs.

**Scheduling & Staff Administration**
- Manage the team calendar for vacations, flex work days, and statutory holidays.
- Track and reconcile time-off requests against firm policy and staffing needs, flagging conflicts proactively.
- Maintain an up-to-date master schedule accessible to staff and leadership.

**General Office Operations**
- Order and manage office supplies and equipment.
- Support onboarding logistics for new hires (workstation setup, file system access, etc.)
- Assist leadership with ad hoc administrative projects as needed

## Qualifications

- 2+ years of experience in an office management, administrative coordinator, or executive assistant role, ideally in a professional services, legal, or regulated environment.
- Demonstrated project management or process management skills, with the ability to track multiple timelines simultaneously and keep cases moving toward deadlines.
- Familiarity with privacy legislation (PIPEDA or similar) is a strong asset; willingness to learn required.
- Excellent organizational skills with high attention to detail, especially when handling confidential information.
- Strong written and verbal communication skills.
- Comfortable working with both digital file systems and traditional paper records
- Proficiency with common office software (Microsoft Office/Google Workspace, calendar and scheduling tools).
- Discretion and sound judgment when handling sensitive client and employee data.

## What We Offer

- The opportunity to be a core part of a growing immigration consulting firm with a diverse, national client base.
- A collaborative, close-knit team environment.
- Exposure to the operational side of a regulated professional practice.

- RRSP Retirement Savings Plan.

- Profit Sharing Bonus.

- Flex Work Schedules

- 2 Remote Work Weeks Per Year

- Extended Health and Dental Coverage

---

Pay: $65,000.00-$80,000.00 per year

Benefits:

Dental care
Extended health care
Paid time off

Language:

French (required)

Work Location: In person

Quick apply

Refine Your Search

medical office administration jobs in halifax nova, scotia

Office Manager

FULL TIME - Family Practice Medical Office Assistant (Bedford)

Medical Receptionist

Medical Office Administrator

Patient Care Coordinator

Clinical Support / Administrative Assistant - The Pelvic Health Clinic

Medical Office Administration Instructor - Halifax

Front Desk Care Coordinator

Administrative Assistant

Medical Office Assistant (MOA) – Full-Time

Administrative Assistant/ EHB Biller

Medical receptionist

Patient Care Coordinator

Administrative Assistant

Office Manager/Bookkeeper

Office Manager

Medical Administrator/Receptionist

Patient Care Coordinator

Administrative Assistant/Operations Support

Patient Care Coordinator - Alderney Dental Group

Patient Care Coordinator

Dental Receptionist

Front Desk Receptionist

Guest Services Administrator

Clinic Manager / Practice Coach II

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