Office Manager

Job Title: Office Manager

• Reports To/Supervisor: Chief Executive Officer /Program Director

Qualifications:

• Associate or a bachelor's degree in business, administration, or a related field.
• 2 or more years of office administration experience.
• Background in Health Care with billing and coding
• Proficient in a variety of computer software applications including Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Comfortable handling confidential information.
• Multi-tasking and time-management skills, with the ability to prioritize tasks.

Principal Duties and Responsibilities - Duties may include, but are not limited to, the following:

• Welcoming visitors and directing them to the relevant office/personnel.
• Carrying out clerical duties such as answering phone calls, responding to emails, and preparing documents, including office correspondence, memos, resumes, and presentations.
• Coordinating and managing appointments, meetings, and the conference room schedule in order to prevent duplicate bookings.
• Performing bookkeeping tasks such as invoicing, monitoring accounts receivable, and budget tracking.
• Maintaining general office files, including job files, vendor files, and other files related to the companys operations.
• Purchasing office supplies, equipment, and furniture.
• Overseeing the maintenance of office facilities, and equipment.
• Performing other relevant duties when needed. Drafts, formats, and prints relevant documents
• Maintains stock lists and orders office supplies as needed
• Manages staff expense requests
• Interacts with directors and carries out their requests
• Creates agendas and takes meeting notes
• Assists in purchase orders and invoicing
• Maintains accurate records for employee holiday requests
• Manages outgoing post and records data on special deliveries
• Photocopies and files appropriate documents as needed
• Attends workshops and conferences when requested
• May take care of website functions and social media profiles

Knowledge, Skills and Abilities

• Ability to listen effectively; knowledge of mental health, billing/coding, and human rights act.
• Strong Attention to Detail; Ability to Work Without Supervision; Excellent Time Management
• Skills; Exceptional Communication and Customer Service Skills; Technical Skills, Including
• Proficiency With Microsoft Office Programs; Strong Prioritization and Organization Skills;
• Ability to Handle Confidential Information; Strong Record Keeping Skills; Presentation Skills,
• Including Welcoming Guests to Events; Ability to Multitask.
• Disclaimer clause: Job descriptions and specifications are not intended and should not be construed to be an exhaustive list of all responsibilities, skills, or working conditions associated with a job. They are intended to be an accurate reflection of the principal requirements of the position.
• Medical Clearances
• Proof of medical and TB/immunization clearances are mandatory. Annual updates are also required.