Office Assistant

REPORTS TO: Dr. Sonia F. Tan, Clinic Director

Responsible to perform an array of administrative duties including secretarial and receptionist duties. Additional responsibilities include patient booking management, record keeping and bookkeeping, insurance billing, clinic correspondence, clinic supplies stock and ordering, clinic cleanliness and organization. Maintain a high level of confidentiality in all interactions. Other duties relevant to the position shall be assigned as required.

Responsible for assisting i n administration, operations, and marketing of the clinic, the clinic services and the practitioners, and work with the Clinic Director and collaterally with the Project Manager and Clinic Coordinator to manage the clinic; Help implement marketing and advertising campaigns; Assist tracking, organizing and maintaining marketing data and databases; Prepare reports; Maintain promotional materials inventory; Assist planning and organizing marketing events, seminars and trade shows.

● Provide reception and administrative support to all practitioners and the clinic
● Respond and record telephone, email and i n-person inquiries from patients and other parties
Refer all inquiries to the appropriate individuals
● Type forms, letters, reports and memos as necessary
● Organize, maintain and coordinate all office files and patient records i n their proper locations
● Organize, maintain and manage patient bookings
● Organize and manage insurance billings
● Perform basic bookkeeping and record keeping functions
● Review and prepare all documents, reports, other correspondence materials for the
● Courteously receive and screen all i n-bound calls, emails and patients
● Courteously manage patient bookings
● Coordinate clinic activities and events
● Maintain a high level of confidentiality i n all interactions
● Maintain a high level of cleanliness i n all areas of the clinic
● Maintain and organize clinic cleanliness, including filing, recycling and garbage, clinic decor and
arrangements as per set by the Clinic Director
● Maintain and monitor office supply inventory levels and place and receive orders as required
after authorization from the Clinic Director
● Assist in implementing marketing and advertising campaigns by assembling data; preparing
marketing and advertising strategies, plans, and objectives; assist i n planning and organizing
promotional presentations; updating calendars
● Analyze the success of marketing campaigns and advertisements
● Tracks new and returning patient data
● Prepares marketing reports by collecting, analyzing, and summarizing sales data
● Keeps promotional materials ready by coordinating requirements with the graphics; inventorying
stock; placing orders; verifying receipts
● Assist i n the management of newsletters and online marketing campaigns as assigned
● Assist organizing marketing events, seminars and trade shows by identifying, assembling, and
coordinating requirements; establishing contacts; developing schedules and assignments;
coordinating mailing lists; providing administrative and customer service
● Other duties relevant to the position shall be assigned as required

● Saturday 9AM – 2PM
● Monday 2PM – 6PM
● Options to expand hours as needed

● Suite 743-550 W Broadway, Vancouver BC V5Z 0E9
● No

Training will be provided on Tue/Wed/Thu: 9:30 -5:30 PM.
Position i s available to start as early as May 1, 2021.

Apply with resume and cover letter to