Office Administrator and Assistant

Job Responsibility:

Job Summary: We are seeking a detail-oriented and organized Office Administrator. The Office Administrator will be responsible for overseeing daily administrative activities, providing support to clients, and ensuring the office operates efficiently. Your attention to detail, organizational skills, and ability to multitask are key to successfully carrying out your responsibilities. We serve families and children with diverse needs and cultural backgrounds. Many of our clients speak Mandarin, Cantonese, Punjabi, Tagalog, or Spanish. You must be comfortable working with parents and children who visit our clinic.

Other information

- Training and orientation start in September.

- Hourly wage is $20 during training, increasing to $22 during probation.

- After successfully passing probation, the hourly wage is $25.

Duties: - Greet and assist clients

- Manage all incoming and outgoing correspondence, including emails, faxes, and phone calls.

- Maintain and update office supplies inventory and the filing system, ensuring all documents are organized and accessible both electronically and physically.

- Prepare and distribute reports, intake forms, billing invoices, receipts, and other documents.

- Coordinate internal and external communications, including taking messages and responding to inquiries promptly and accurately.

Skills:

- High school diploma; but college or university education is a bonus.

- Ability to speak a second language is an asset but not required.

- Strong written and verbal communication skills including professional phone and in-person etiquette.

- Excellent organizational and multitasking abilities.

- Knowledge of basic computer software and equipment.

- Proven experience as an administrative staff or in a similar administrative role.

- Familiarity with basic accounting principles (e.g., sending billing and performing simple calculations).

- Ability to work independently with minimal supervision and as part of a team. Able to without other administrative staff on your team.

- Excellent organizational and time management skills to prioritize tasks and meet deadlines effectively.

- Strong attention to detail and accuracy in managing all duties.

- Proficient computer skills, including accuracy and appropriate typing speed, using software such as Microsoft Office (Word, Excel, and Outlook).

- Proficiency in handling WORD and PDF documents, such as checking for spelling and formatting errors, converting Word to PDF, adding passwords or signatures, etc.

- Ability to maintain confidentiality and manage sensitive information.

- Problem-solving and decision-making abilities to resolve administrative issues.

- Strong multitasking skills to manage multiple projects and manage responsibilities.

Job Type: Full-time

Pay: $20.00-$25.00 per hour

Expected hours: 40 per week

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Work Location: In person

Application deadline: 2024-08-10Expected start date: 2024-09-09