Job Summary
We are seeking a warm, organized, and dynamic Office Assistant to support the day-to-day operations of our counselling services clinic. This person will be the welcoming first point of contact for clients and will help create a calm, confidential, and well-run experience for clients, clinicians, and referral partners.In this vital role, you will serve as the backbone of our administrative operations, ensuring smooth daily functions and providing exceptional support across departments. Your energetic approach and attention to detail will help create an efficient, welcoming environment for staff, clients, and visitors alike. This paid position offers an exciting opportunity to develop your administrative skills while contributing to a thriving workplace.
Key responsibilities
· Welcome clients in person, by phone, and by email with professionalism, empathy, and discretion.
· Schedule, reschedule, and confirm client appointments for counsellors and other clinic staff.
· Manage clinician calendars, room bookings, waitlists, and appointment reminders.
· Maintain accurate client records, intake forms, consent documents, and referral information.
· Process payments, issue receipts, follow up on outstanding balances, and support basic invoicing.
· Handle general office administration, including correspondence, filing, supplies, tidiness, mail, and equipment coordination.
· Protect client privacy and handle all personal health information in accordance with applicable privacy laws and clinic policies.
· Communicate with external providers, insurers, and referral sources as authorized.
· Support onboarding and administrative setup for new clinicians.
· Assist with the coordination and on-site administration of clinic workshops, including registrations, room setup, materials, participant communication, attendance, and post-workshop follow-up.
· Identify operational issues and suggest practical improvements to clinic systems and client service.
Qualifications
· Experience in office administration, reception, client services, or a similar role; prior experience in a healthcare, wellness, or counselling setting is an asset.
· Strong organizational, time-management, and multitasking skills.
· Excellent written and verbal communication skills.
· A calm, compassionate, client-centred approach.
· Ability to maintain strict confidentiality and professional boundaries.
· Comfort using scheduling, billing, email, document-management, and video-conferencing software.
· Strong attention to detail and ability to work independently.
Experience
- Prior office experience demonstrating strong organizational skills and multitasking ability
- Experience with Jane app, Bigin, Canva, Marketing
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
- Experience with data entry, filing systems, and clerical duties in a professional setting
- Customer service experience that highlights effective communication and phone etiquette skills
- Familiarity with front desk operations
- Knowledge of QuickBooks or bookkeeping software is highly desirable
Join us in creating a vibrant workplace where your organizational talents shine! This paid role is perfect for motivated individuals eager to grow their administrative expertise while supporting a busy office environment. We value energetic team players who thrive on making a positive impact every day! There is potential for growth in this position.
Pay: $18.25-$20.00 per hour
Expected hours: 20.0 – 50.0 per week
Benefits:
- Flexible schedule
- On-site parking
Education:
- Bachelor's Degree (preferred)
Language:
- Fluent English, speaking other languages is an asset. (preferred)
Location:
- West Vancouver, BC V7V 1Y1 (required)
Work Location: Hybrid remote in West Vancouver, BC V7V 1Y1
