Office Manager Position

What You’ll Be Doing:

As the Office Manager, you will be the warm and welcoming face of our office, ensuring exceptional client experiences while keeping daily operations running smoothly. This role blends client care, administrative support, office maintenance, and operational efficiency to create a supportive and organized environment for both clients and clinicians. If you’re compassionate, highly organized, and thrive in a dynamic, fast-paced setting, this position is for you!

Client Care Responsibilities:

• Be the voice of kindness: Answer phones, respond to emails, and provide a warm welcome to every client who walks through the door.
• Deliver compassionate care: Ensure clients and their families feel heard, respected, and supported.
• Build lasting relationships: Foster positive interactions with first-time and returning clients, making them feel valued.
• Ensure confidentiality: Uphold strict privacy and confidentiality standards to maintain client trust.
• Assist with onboarding: Help new clients set up funding, complete “first visit” checks, and ensure they are properly onboarded into the EMR system.
• Handle client concerns: Request feedback, manage complaints, and liaise with the clinic director as needed.
• Coordinate complex cases: Work closely with families, private school contracts, and other stakeholders to provide seamless client support.

Support & Assistance Responsibilities:

• Assist clinicians: Provide administrative and scheduling support to ensure smooth therapy sessions.
• Provide direction with a smile: Offer clear, friendly guidance to volunteers and team members.
• Be flexible: Step in to assist with scheduling and onboarding as workload demands shift.
• Support new team members: Train and provide ongoing administrative guidance to new hires.
• Manage client coordination: Support complex client cases and private school contracts

Office Manager Maintenance Responsibilities:

• Keep the space shining: Ensure therapy rooms and common areas are always clean, organized, and ready for use.
• Stock up & stay organized: Maintain therapy supplies and equipment for clinicians.
• Monitor maintenance needs: Report and resolve any office issues to keep operations running smoothly.
• Prepare the OT gym: Ensure it is prepped for weekly cleaning and upkeep.
• Complete organization checks: Conduct daily, weekly, and monthly supply and tidiness reviews.

Operational Responsibilities:

• Keep things running smoothly: Follow Office Manager policies and procedures to ensure daily efficiency.
• Master multitasking: Juggle phone calls, emails, scheduling, and administrative tasks with ease.
• Manage time effectively: Prioritize tasks to keep the office running like a well-oiled machine.
• Be tech-savvy: Use Microsoft Office, Google Suite, and EMR systems to streamline workflows.
• Complete financial tasks: Perform regular electronic cheque deposits.
• Maintain office procedures: Establish and refine policies and standards for office efficiency.
• Be a values ambassador: Represent our mission and values in every task, bringing positivity and professionalism to the team.

Our Office Manager…

Here’s a snapshot of the skills and qualities that will help you shine in this role:

• Master of Multitasking: You can juggle phone calls, emails, and scheduling with ease. Whether it’s a busy day or a quieter one, you stay cool and efficient.
• Time Management Pro: You know how to prioritize tasks and keep the office running like a well-oiled machine. No detail slips through the cracks!
• Tech-Savvy: You’re comfortable using tools like Microsoft Office, Google Suite, and other office software to keep everything on track and streamlined.
• Clear & Compassionate: Whether it’s in person, over the phone, or via email, you communicate professionally, clearly, and with empathy.
• Relationship Builder: You make clients and team members feel valued and heard, creating positive connections that last.
• Sensitive & Discreet: You handle sensitive conversations with care and maintain confidentiality, respecting the privacy of clients and the team.
• Warm & Welcoming: You have a natural ability to make clients feel at ease and provide exceptional support, making them feel right at home.
• Empathetic: You understand that each person is unique and brings kindness and respect to every interaction, making sure everyone feels heard and valued.
• Creating Safe Spaces: You help create a supportive environment where clients feel comfortable and confident about the care they’re receiving.
• Initiative-Taker: You don’t wait around for things to happen — you step up and take action! You anticipate office and client needs before they arise.
• Solutions-Focused: When challenges come up, you approach them with a can-do attitude, always finding creative and efficient ways to resolve them.
• Flexible: You’re ready to roll with the punches! Changing priorities, new challenges, and client needs? You handle it all with grace.
• Team-Oriented: You’re always willing to pitch in and help your teammates — whether it’s taking on extra tasks or offering support when needed. It’s all about collaboration here!

Bonus Points For:

While these aren’t deal-breakers, they will make you shine:

• Experience or education in client care, healthcare, mental health, or social services. You understand the importance of compassionate care and bringing a personal touch to every interaction.
• Previous administrative, reception, or scheduling experience. If you’ve helped keep an office running smoothly before, you’re ahead of the game!

Why you’ll love working with us as an Office Manager:

A Passionate, Close-Knit Team: You’ll be part of a group of dedicated individuals who are driven by helping others and genuinely enjoy working together.

Opportunities to Grow & Learn: Whether it’s through mentorship, new challenges, or involvement in clinic development, we offer opportunities for professional growth and personal development.

Exciting Variety: No two days are ever the same! You’ll get to work with new people, tackle different challenges, and find fresh ways to shine each day.

Health & Wellness Benefits: Our Office Manager’s enjoy access to an annual Health Spending Account of up to $1,000 to support their health and wellness needs.

A Fun, Inclusive Culture: We work hard, but we know how to play even harder! From board game nights and hockey games to epic team socials, we’re all about making memories together. And every year, we take things to the next level with an all-inclusive weekend getaway for our Christmas celebration — it’s not just a retreat, it’s a full-on adventure! You won’t find an office retreat quite like this one!

Flexible Time Off: We believe in a healthy work-life balance, so you’ll enjoy flexible time off when you need it to recharge.

How to apply for our Office Manager position;
Send us your resume and PLEASE include a cover letter to; hr@victoriaspeechlanguage.ca. (Please do not use AI for your cover letter – we want to hear your voice!) 
Or
Apply on Indeed.

We are excited to hear what you will bring to our centre, and the unique ideas you have for your role as our Office Manager!