Office Administrator ? Counselling Clinic

Location: North Vancouver, BC Job Type: Part-time (On-Site) Reports to: Clinical Director

We are seeking a part time Front of House Administrative Assistant to join our clinic. The ideal candidate has a strong work ethic, excellent organizational skills, and the ability to manage a variety of administrative responsibilities with professionalism, discretion, and efficiency. This role plays an important part in supporting both the day-to-day operations of the clinic and the overall client experience.

Reception Responsibilities

• Book and manage current clients, new intakes, group registrations, and waitlists in a professional, timely, and efficient manner
• Greet clients and visitors in a warm, professional, and friendly manner
• Receive and screen phone calls, visitors, and information using sound judgment and sensitivity
• Utilize strong problem-solving and conflict-resolution skills when managing difficult situations
• Coordinate outgoing couriers and distribute incoming deliveries promptly to the appropriate recipients
• Respond accurately to general inquiries and requests for information
• Set up, clean, and restock the clinic throughout the week
• Ensure the office environment remains professional, organized, neat, and welcoming

Administrative Responsibilities

• Support the Clinical Director with daily office operations and ongoing business development tasks
• Maintain structure within the Clinical Director?s schedule to support clinic operations and business growth
• Demonstrate proficiency with the Jane App booking system
• Distribute incoming faxes electronically to appropriate recipients throughout the day
• Receive, sort, and distribute incoming mail
• Process outgoing mail daily and ensure timely delivery to the post office/mailbox
• Process invoices, expense reports, cheque requisitions, including processing and liaising with 3rd party billing
• Maintain organized paper and electronic filing systems
• Prepare and compose professional communications including emails, letters, presentations, and other documents as required
• Assist with company events, workshops, and office functions
• Maintain the clinic website and liaise with the web designer as needed
• Create and update digital resources and promotional materials for the website and marketing initiatives
• Update company profiles on LinkedIn, Psychology Today, BCACC, and other professional platforms
• Complete filing and additional administrative duties as assigned

Skills & Qualifications

• University degree or diploma in a related field is considered an asset
• Minimum 1 year of administrative support experience preferred
• Exceptional interpersonal and communication skills
• Strong organizational skills and attention to detail
• Ability to multitask and prioritize in a fast-paced environment
• Professional, reliable, and able to maintain confidentiality
• Experience in a healthcare or counselling environment is considered an asset

How to Apply

Please submit your resume and a brief cover letter to info@northshoreattachment.com describing your relevant experience and what draws you to working in a counselling clinic environment.

*Please include two references in your application *

Job Type: Part-time

Pay: $20.00-$25.00 per hour

Work Location: In person