Office Manager

Office Manager Position

Victoria Speech + Language Centre is excited to be expanding our administrative support team and welcome another Office Manager!

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!

• 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.

• 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

• 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.

• 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.

• 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…