Office Coordinator

Position Title: Office Coordinator / Scheduler
Reports To: Administrative Manager
Work Schedule: Tuesday Friday 10:30 AM - 6:30 PM PST Saturday 7:00 AM 3:30 PM

Location: Clinic-based. Guildford Surrey
Salary: $40-45000/yr

The Office Coordinator/ Scheduler will ensure a positive first impression of Monarch House for internal (employees contractors) and external (public vendors funders) stakeholders. This role will also provide administrative support to the local Home Health team by executing administrative processes and tasks

What your day-to-day looks like:

• Utilize effective and courteous communication skills to answer the phone greet visitors respond to questions and collect information to direct inquiries Manage multiple phone lines emails and general inquiries effectively prioritize requests.

• Participate in administrative projects create client/employee files maintain staff/client records and filing.

• Maintain operation of photocopier stocking of supplies scanning copying and filing of documents.

• Organize prepare mail/email and collect client and employee communications or documents.

• Open and disperse emails and incoming mail. Manage outgoing mail and couriers.

• Maintain office staff lists staff duties lists bulletin boards kitchen general office entrance areas etc. as applicable.

• Coordinate with team to build enter and maintain client schedules. Communicate schedule details to clinicians CSRs and families to confirm accuracy.

• Monitor cancellations reschedules and coverage needs daily; coordinate replacement sessions or staffing coverage as required.

Required Qualifications:

• Diploma or Certificate in Business Administration Medical Administration or related field.

• Minimum 1 year of experience in Customer Service or an administrative role

Preferred Qualifications:

• 1 year of experience in a call center environment

• Medical knowledge and/or medical background considered an asset

Key Skills

• Strong interpersonal skills

• Results-oriented with problem-solving skills

• Quality Assurance

• Ability to multi-task

• Attention to detail

• Excellent verbal communication and written communication skills

• Excellent time management organizational skills listening and observational skills

• Strong computer literacy with various applications and programs

• Customer Service

What can Monarch House offer you

We are proud of our friendly environment supportive leadership and the knowledgeable team members who make it all possible. That is why we do everything we can to show our appreciation. Our training mentoring and education programs will provide you with opportunities for continued learning support and guidance whenever you need it.

• Competitive compensation
• Supervision hours for aspiring and provisionally registered clinicians
• Access to mentorship premium resources and subscriptions for professional growth and development
• Comprehensive health benefits for you and your family (if eligible)
• Flexible work options: choose from 3-day 4-day or 5-day work week (for clinicians only)
• Seamlessly move to different clinic locations across Ontario Alberta or British Columbia
• Join our annual Best Practice Day for learning and reflection with our national community of clinicians
• Enjoy Paid Time Off and Wellness Days (pro-rated for hourly staff)
• Exclusive unlimited employee discounts (e.g. hotels cinema tickets Apple products and more)
• Mileage covered (for float staff and clinicians travelling to multiple centers and/or the community)

Meet your Monarch House team

Established in 2009 in British Columbia as an interdisciplinary treatment centre for individuals with autism spectrum disorder (ASD) and their families Monarch House has now expanded its geographic network and services to include the full range of services for individuals with academic behaviour communication learning motor physical speech social and vocational needs.

Monarch House is a dynamic team of professionals providing challenging career opportunities and fulfilling roles in British Columbia Alberta and Ontario. Our professional staff work collaboratively and/or individually with each client and specifically tailor services to their needs. Our services can be provided in our centres at clients homes and schools in the community and in specialized housing settings. Working with the fields thought leaders we conduct our own research and are committed to continuous learning to provide the most effective treatments possible.

Monarch House is an Equal Opportunity Employer

We celebrate diversity and are committed to creating an inclusive environment for all employees. Your unique perspective is what makes us stronger.

Were a Future-Forward Organization
At Monarch we are committed to innovation and continuous improvement. As a future-focused team we embrace technology and evolving tools to support our growth and success. We encourage the use of AI and other digital solutions to streamline work enhance productivity and stay ahead in a fast-moving landscape.

As such we value candidates who are comfortable leveraging AI tools to organize their work solve problems and manage tasks efficiently. If youre tech-savvy adaptable and excited by the possibilities of working smarter with emerging technologies wed love to hear from you.