Job Title: Office Manager – Healthcare Company Location: Ajax, ON L1S 7K7, Canada Job Type: Full-Time (Permanent) Position Summary We are seeking a highly organized and proactive Office Manager to oversee daily administrative and operational functions within our healthcare clinic located in Ajax, Ontario. The ideal candidate will ensure smooth office operations, support clinical and administrative staff, and maintain a professional, patient-focused environment. This role is critical in supporting efficient healthcare delivery by managing scheduling systems, coordinating office workflows, supervising administrative staff, and ensuring compliance with healthcare standards and confidentiality requirements. Key Responsibilities Office Operations & Administration Oversee day-to-day office operations to ensure efficiency and professionalism Manage office supplies, inventory, and vendor relationships Maintain organized filing systems (digital and physical) Ensure compliance with healthcare privacy regulations (e.g., PHIPA) Patient & Clinic Coordination Supervise patient scheduling, registration, and appointment management Handle patient inquiries in a professional and compassionate manner Coordinate patient flow to support clinical staff efficiency Address and resolve patient concerns or escalations when required Staff Supervision & Support Provide leadership and support to administrative/front desk staff Assist with onboarding and training of new team members Create staff schedules and manage time-off requests Promote a positive and collaborative workplace culture Financial & Reporting Support Support billing processes, including insurance submissions where applicable Assist with basic bookkeeping and reconciliation tasks Generate reports on clinic operations, patient flow, and administrative metrics Compliance & Quality Assurance Ensure adherence to healthcare policies, procedures, and regulatory standards Maintain confidentiality of patient records at all times Support clinic readiness for audits and inspections Technology & Systems Management Manage electronic medical records (EMR) systems and scheduling software Troubleshoot basic IT or system issues or coordinate vendor support Ensure accurate data entry and system updates Qualifications & Requirements 3–5 years of office management experience (healthcare setting preferred) Strong understanding of medical clinic operations and patient services Experience with EMR systems (e.g., Accuro, OSCAR, or similar preferred) Excellent communication and interpersonal skills Strong organizational and multitasking abilities Ability to handle sensitive information with confidentiality and professionalism Proficiency in Microsoft Office Suite and scheduling software Post-secondary education in Business Administration, Healthcare Administration, or related field is an asset Key Competencies Leadership & team coordination Customer/patient service excellence Attention to detail Problem-solving under pressure Time management and prioritization Professionalism and discretion Work Environment Fast-paced healthcare clinic environment Patient-facing role requiring high levels of professionalism and empathy Collaborative team-based setting with clinical and administrative staff