Office Administrative Assistant

Entity: WELLSTAR - DoctorCare Position Title: Office Administrative Assistant Salary Range $45,000 - $50,000 Job Class: Full Time Work Location: Burlington, ON (Required to work on-site 5 days a week) About the Company: WELLSTAR, a majority-owned subsidiary of WELL Health Technologies Corp., is Canada's leading provider of healthcare-focused technology solutions. WELLSTAR’s comprehensive range of products and solutions are designed to streamline care delivery, integrate fragmented healthcare systems more seamlessly, reduce provider burnout, and improve patient healthcare experiences and outcomes. Position Summary: DoctorCare is looking for an office manager to oversee the smooth running of our office and administrative functions. This role will involve managing documents, coordinating schedules, overseeing office supplies and equipment, and handling a variety of office tasks to support the team. The ideal candidate will have strong organizational skills, a high attention to detail, and the ability to manage multiple priorities in a fast-paced environment. What you will be doing: * Efficiently manage and organize office documents, including scanning and uploading billing sheets, maintaining a filing system for document retention and disposal, and overseeing employee cubbies by sorting the necessary documents. * Coordinate and manage the weekly schedule for our courier, ensuring timely deliveries and pickups. * Manage office supplies and equipment, ensuring stock levels are maintained and coordinating maintenance, repairs, and orders as needed. * Answer phone calls at the office, taking messages and relaying to the appropriate person(s). * Coordinate general office operations, supporting team needs and ensuring the office environment runs smoothly on a day-to-day basis. * Assist with any additional administrative tasks as needed to support the team as the business needs change and contribute to improve office efficiency. * Manage the processing of insurance claims and support the team with necessary file processing from the EMR system. You have: * 2+ years of experience in office administration, administrative support, or a similar role. * Strong organizational and time-management skills, with the ability to manage multiple priorities and maintain accurate records. * Experience managing office documents, filing systems, scanning, uploading, and document retention processes. * Strong attention to detail and accuracy when handling billing sheets, insurance claims, and other administrative documentation. * Experience coordinating schedules, deliveries, pickups, and other day-to-day office logistics. * Proficiency with Microsoft Office applications, including Outlook, Word, and Excel. * Strong verbal and written communication skills, with a professional and courteous approach to handling phone calls and internal communications. * Experience managing office supplies, equipment, maintenance requests, and vendor coordination. * Ability to work independently, take initiative, and proactively identify ways to improve office processes and efficiency. * A collaborative and flexible approach, with a willingness to support the team with changing administrative and operational needs. * Experience working with EMR systems and processing insurance-related documentation is considered an asset. * Experience in a healthcare or medical office environment is considered an asset. The salary for this position falls within a defined range and will be determined based on several factors, including the candidate’s experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate. WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way. This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions. WELL has been independently certified as a Great Place to Work® by the Great Place to Work Institute® Canada. This recognition reflects our commitment to building a workplace culture rooted in trust, inclusivity, and employee well-being. It also aligns with our Healthy Place to Work pillar and the priorities outlined in our annual Sustainability Impact Report [https://well.company/sustainability-impact-report/#esg-heart]. Want Read more about us: https://stories.well.company/ [https://stories.well.company/]

The Office Administrative Assistant will oversee daily office operations, including document management, scheduling, and equipment maintenance. They will also support the team by processing insurance claims and handling general administrative tasks to ensure office efficiency.

Candidates must have at least 2 years of experience in office administration or a similar role with strong organizational and communication skills. Proficiency in Microsoft Office and experience with EMR systems or insurance documentation are highly valued.

• Time managementPreferred
• Attention to detailPreferred
• Microsoft ExcelPreferred
• CommunicationPreferred
• Microsoft OfficePreferred
• Microsoft WordPreferred
• Inventory managementPreferred
• Microsoft OutlookPreferred

Identified from the job description. Confirm important requirements above.

• Office administration
• Document management
• Scheduling
• Inventory management
• Microsoft Office
• Outlook
• Word
• Excel
• Communication
• Attention to detail
• Organizational skills
• Time management
• EMR systems
• Insurance claims processing
• Vendor coordination
• Office Supply Management
• Taking Messages
• Maintenance Coordination
• Administrative Support
• Office Administration
• Equipment Maintenance
• Organizational Skills
• Technology Solutions
• Administrative Functions
• Microsoft Excel
• Artificial Intelligence
• Billing
• File Systems
• Retention Period
• Electronic Medical Record
• Internal Communications
• Medical Office Procedures
• Microsoft Outlook
• Office Management
• Operations
• Telephone Skills
• Proactivity
• Sorting
• Time Management
• Coordinating
• Filing
• Detail Oriented

• Administrative
• Healthcare
• Customer Service & Support
• Office Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Office Clerks, General

Minimum experience

2+ years

Posting language

English

Working hours

40 hours per week