Lead Administrative Assistant

Location: Coquitlam

Program: Physiotherapy Clinic

Reports To: Administrative Manager – Coquitlam

Status: Full Time (37.5 hours/week)

Schedule: Monday to Friday, 7:45am–3:45pm (Onsite)

Flexibility to cover additional weekday hours and occasional Saturdays is an asset.

About the Role

We’re looking for a friendly, organized, and proactive Lead Administrative Assistant to support the daily operations of our busy Physiotherapy Clinic. This role is ideal for someone with 1–2 years of administrative experience, especially in a client‑focused or clinical setting, who enjoys working with people, solving problems, and helping a clinic run smoothly.

Reporting to the Administrative Manager and Health Services Manager, you’ll be the first point of contact for clients, support our clinicians, and ensure our administrative processes run efficiently.

Key Responsibilities

Client Service & Front Desk Support

• Welcome clients, assist with sign‑in, and provide exceptional customer service.
• Book appointments, process payments, and support client orientation.
• Assist clients in the waiting area and help manage client flow.

Administrative & Clinic Operations

• Prepare and maintain clinical records and client files.
• Support rehab program administration.
• Score questionnaires and enter data into CRM/JANE.
• Update KPI tracking sheets weekly and prepare monthly invoicing.
• Monitor ICBC and WSBC rejections.
• Maintain general office and facility cleanliness.
• Ensure janitorial standards are met and coordinate facility maintenance.
• Track clinic inventory and prepare monthly supply orders.

Financial & Records Support

• Complete end‑of‑day balancing.
• Prepare weekly bank deposits and deliver them to the bank.
• Upload medical documents, receive and distribute mail.
• Send contractor revenue reports daily.

Systems & Coordination

• Close appointments and enter attendance sheets in CRM/JANE.
• Coordinate client discharge files.
• Manage locks, parking passes, and other client resources.
• Participate in Health & Safety and Office Coordinator duties (if applicable).
• Provide back‑up support to other administrative team members as needed.

Qualifications

Minimum Requirements

• 1–2 years of administrative support experience.
• Experience working with a diverse, multi‑cultural client population.
• Ability to meet deadlines and manage multiple priorities.

Required Skills & Attributes

• Professional, welcoming, and customer‑service oriented.
• Strong communication and interpersonal skills.
• Excellent attention to detail and organizational skills.
• Ability to work both independently and as part of a team.
• Strong time‑management skills and initiative.
• Reliable, adaptable, and able to work with minimal supervision.

Desirable Skills

• Experience with Jane Booking System (an asset).

Technical Skills

• Proficiency with Microsoft Office and database systems.
• Comfortable with general office equipment and administrative software.

Our full-time employees enjoy:

• 3 weeks of vacation (pro-rated per the FTE)
• 5 sick days
• 3 education days (pre-rated per the FTE)
• extended medical and dental benefits
• eligibility to enroll in GRSP
• development opportunities
• cross training and mentorship
• work in a professional and friendly work environment

Work with us and with our amazing team to make a real difference in people’s lives.