Gowan Consulting is looking for an energetic Admin Assistant who can create RAVING customers through the provision of excellent customer service. Working with a high-energy National Health and Disability Organization providing sustainable solutions for employees and employers across North America.
Role Summary:
The Administrative Assistant is responsible for ensuring that office operations are supported, which includes completing financial duties, data entry, copy editing, managing the communications funnel (emails and phone calls), and providing other administrative support to the team.
Duties:
- Manage emails and incoming calls by responding to or forwarding to the responsible parties
- Provide exceptional customer service to Gowan’s customers, staff, clients, and subcontractors
- Assist with day-to-day financial duties relating to Accounts Receivable and Accounts Payable activities
- Complete administrative tasks and follow up with Occupational Therapists to ensure standards and timelines are met
- Meet reporting deadlines while maintaining a high level of accuracy in collaboration with the Occupational Therapist and Clinical Lead
- Check documents for grammar, spelling, readability, style, and agreement with editorial policy
- Follow regulatory guidelines for documentation, file management, and professional document management (encryption, password protection)
- Coordinate with the Marketing department to ensure that all communications and written materials fit Gowan’s brand
- Respond to phone calls and email requests from customers and subcontractors
- Support referral process management and coordination
- Provide clerical and administrative support to management as requested
- Input detailed referral information into the internal case management system
- Work collaboratively with the office team, customers, and subcontractors
- Other duties as assigned
Education & Experience:
- A bachelor's degree in journalism, English, or another relevant field or administrative assistant training
- 1-2 years of experience with report copy editing
- Administrative Assistant training/office administration skills
- Exceptional organizational skills and attention to detail
- Experience working in the health care field an asset
Knowledge & Skills:
- Experience with case management software and Professional Microsoft Office 365 (Word, Excel, and PowerPoint), QuickBooks Online
- Experience with digital health record management systems
- Ability to manage a fast-paced environment with time management, patience, and mindfulness of our customer’s needs
- Ability to problem solve and collaborate on new solutions for a growing organization
- Customer service
Communication:
- Professional communication, both verbally and in writing
- Bilingual (French) an asset
Competencies:
- Basic bookkeeping
- Communication funneling
- Customer service
- Data entry
- Documentation
- Editing / proofing
Measures:
- Adjustments required on referrals entered
- Number of referrals entered per month
- Number of reports edited per month
- Additional project work completion
- Timeliness of OT assignment, report editing, and communications with customers
Working Conditions:
- Up to 8 hours sitting and using office equipment/computers
- High level of human interaction; Gowan’s customers, staff, clients, and subcontractors
- Some lifting of materials and supplies
- Deadlines and other urgent items may cause associated stress