Office Manager/Receptionist

Office Manager/Receptionist

(Permanent, part-time)

$20-25/hour based on education & experience

Role: The office manager coordinates the daily operations of the practice and supports the team of practitioners

Duties and Responsibilities

Reception:

• Welcome clients arriving for appointments and alert practitioner
• Greet and respond to walk-in inquiries and deliveries
• Reply to general phone and email inquiries
• Forward phone inquiries to the appropriate practitioner, as required

Office Administration:

• Use word processing, spreadsheet, office management software (including Microsoft Suite and Google applications)
• Forward incoming referrals/emails to the appropriate practitioner(s)
• Direct voicemail from the general mailbox to the appropriate practitioner
• Order, receive and store office supplies so that basic supplies are always available
• Schedule and/or redirect referrals and respond accordingly
• Update and maintain the accuracy of the organization’s databases
• Back-up electronic files according to procedures
• Provide administrative support to the team, according to each practitioners’ needs
• Contribute to the development of best practices as the practice evolves
• Ensure the maintenance of office equipment

Financial Administrative tasks:

• Use software to prepare invoices and receipts
• Process accounts payable/receivable ensuring timeliness, accuracy of codes, and appropriate backup period.
• Assist with financial reporting, as required

Qualifications

Education:

• High School Diploma or higher
• Post secondary education in business or office management is an asset

Personal Attributes:

• Ethics: Understand ethical behaviour and business practices and apply those standards to own behaviour in keeping with the values of the practice.
• Relationships: Establish and maintain positive working relationships with clients and team members.
• Communication: Listen and speak in a respectful manner and write clearly and thoroughly using effective communication tools and techniques
• Client-focussed: Anticipate, understand, and respond to client needs in order to meet or exceed their expectations.
• Teamwork: Work cooperatively and effectively within the practice to set goals, resolve issues and make suggestions to enhance organizational effectiveness
• Organization: Efficiently manage a workplace with a diverse client base of adults and children.

Experience:

• 1-3 years office experience in a professional setting

Other job requirements

• Copies of current certifications, diplomas and references related to previous experience in the field
• Satisfactory Criminal Reference Check executed by the Ottawa Police Service, not more than 1 year prior to the commencement of employment
• First Aid/CPR an asset
• 3 month probationary period

Salary and Benefits

Salary range: $20-25/hour based on education and experience

• Job type: Permanent, Part-time
• Expected hours: 30 hours per week
• Vacation: 2 weeks annually plus one week between Christmas and New Year
• Discretionary (including sick/wellness days): 10 days

Language:

• English

Work Location:

• In person @ 98 Centrepointe Drive, Ottawa, K2G 6B1

To Apply: Send resume to: centrepointepros@gmail.com by February 9, 2024.

Job Types: Part-time, Permanent

Salary: $20.00-$25.00 per hour

Expected hours: 30 per week

Benefits:

• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Monday to Friday

Work Location: In person