Lead Administrative Assistant

locationVancouver - British Columbia (BC),

atBack in Motion Rehab

Estimated salary $30,000 - $50,000 a year

Job Description:

POSITION TITLE: Lead Administrative Assistant

PROGRAM: Back In Motion - Physiotherapy Clinic

REPORTS TO: Administrative Manager & Senior Administrative Manager

LOCATION: Vancouver

STATUS: Full Time

HOURS OF WORK: Monday to Friday, 8am – 4pm – 37.5 hours a week.


Under the direction of the Administrative Manager and the Senior Administrative Manager, the Lead Administrative Assistant for the Physiotherapy Clinic is responsible for assisting clients and staff, helping with programs, and answering client’s questions and inquires.


  • Greets all clients and assists with signing in the attendance sheet;
  • Booking client appointments, taking payments;
  • Administration of rehab programs;
  • Balancing end of day;
  • Preparing bank deposits; taking them to the bank weekly to be deposited;
  • Preparing Clinical Records;
  • Initial client orientation and documentation collation;
  • Assists clients in waiting area and helping with client flow;
  • File set-ups, KPI Tracking sheet updated weekly; monthly invoicing mailed out
  • Monitor ICBC and WSBC rejections
  • General office administration as required;
  • Ensures standard of Janitorial services, facility cleanliness and manage maintenance of facility;
  • Responds to various client, customer and staff needs;
  • Answers and transfers telephone calls;
  • Receives and distributes mail, uploading medicals;
  • Distribute locks and parking passes to clients if
  • Co-ordinating daily activity, close client appointments in CRM/JANE, prepare and enter sign-in/out attendance sheets;
  • Co-ordinating client files upon discharge;
  • Scoring various questionnaires and entering information into CRM;
  • Assisting in general cleanliness of the facility (tidying exam rooms and lobby, completing laundry, scheduling dish duty, stocking supplies, );
  • Health and Safety/ Office Coordinator Roles (if applicable)
  • Keeping track of clinic inventory, preparing monthly orders
  • Send contractors revenue reports daily
  • Providing back up support for other administrative staff when needed.



    Minimum Qualifications:

    • Minimum of one (1) year of administrative support.
    • Experience working with a multi-cultural population.
    • Meets deadlines.


    Skills & Attributes:

    • Required
      • Professional manner and strong communication skills.
      • Excellent customer service skills
      • Ability to work collaboratively with a team as well as independently.
      • Excellent attention to detail.
      • Effective time management skills.
      • Shows initiative; can work with little supervision.
      • Excellent organizational skills.
    • Desirable Skills
      • Knowledge of Jane Booking system
    • Technical Skills
      • Strong proficiency with Microsoft Office, database systems and basic admin tasks, office equipment and software applications.

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