Medical Office Assistant

Pivot HR Services is pleased to present this Medical Office Assistant role on behalf of our valued client, Hepato‑Pancreato‑Biliary Surgery Group.

Location:

Vancouver, BC

Hours:

Full‑time – Monday to Friday (40 hours per week)

Salary:
The starting salary for this position is $27.00 – $33.00 per hour, commensurate with experience.

The Hepato‑Pancreato‑Biliary Group at Vancouver General Hospital provides highly specialized surgical care, including Hepato‑Pancreato‑Biliary surgery, liver transplantation, pancreas and kidney‑pancreas transplantation, and ERCP endoscopy.

Our team of experienced surgeons and clinical professionals is dedicated to delivering advanced surgical expertise alongside compassionate, patient‑centered care. Operating within a fast‑paced and complex medical environment, our administrative and office support team plays a critical role in coordinating patient services and ensuring the smooth delivery of care.

We are currently seeking a full‑time Medical Office Assistant (MOA) to join our team. This role is ideal for an organized, detail‑oriented professional who thrives in a collaborative healthcare setting and is committed to supporting exceptional patient care.

• Extended health and dental benefits
• Competitive salary
• Overtime opportunities (subject to approval)
• Paid vacation time
• Office closure period between Christmas and New Year
• Hybrid work model available following initial in‑person training
• A collaborative surgical team environment
• Opportunity to work within a specialized cancer surgery practice supporting complex and meaningful patient care

The Medical Office Assistant (MOA) is a key member of the Hepato‑Pancreato‑Biliary surgical team, providing high‑level administrative and surgical coordination support within a complex, fast‑paced clinical environment. This role supports surgeons managing oncology and transplant cases that require precision, urgency, and exceptional organizational oversight. The MOA is responsible for overseeing surgical bookings, coordinating patient care logistics, maintaining accurate electronic medical records, and ensuring seamless communication between patients, physicians, hospital departments, and referring providers.

Success in this role requires strong judgment, initiative, and the ability to manage competing priorities.

The ideal candidate demonstrates professionalism, discretion, and emotional intelligence, while maintaining efficiency and attention to detail. This position reports directly to the Surgical Group and works collaboratively with other MOA colleagues to support the highest standard of patient care.

• Provide comprehensive administrative support to the assigned surgeons within a high‑volume, specialized surgical practice
• Manage physician clinical calendars and coordinate all patient appointments with accuracy and efficiency
• Coordinate, assess, and submit complete OR bookings, ensuring all required documentation is accurate and compliant
• Prepare, review, and submit surgical packages and related hospital documentation
• Maintain accurate and up‑to‑date electronic medical records (EMR), including scanning, filing, and documentation (Plexia experience an asset)
• Respond to and manage incoming calls, voicemails, emails, and faxes in a timely and professional manner
• Provide logistical support and clear communication to patients regarding clinic visits and surgical procedures
• Maintain positive and professional relationships with OR booking staff, hospital departments, referring offices, and external healthcare professionals
• Coordinate patient referrals to specialists and support collaborative care across institutions
• Assist with billing processes and follow up on outstanding billing matters as required
• Support in‑person clinic operations, including patient intake and flow management
• Adapt schedules and workflows to accommodate urgent cases and shifting clinical priorities
• Complete opening and/or closing clinic duties as required

• Approximately 5+ years of experience in a medical office (specialty or surgical experience strongly preferred)
• Proven experience with surgical or OR bookings
• Exceptional…