Office Administration/Clinical Associate

Aqua Medical Spa has been in operation since 2005 with four locations, London, Toronto, Barbados, and Guyana.

Aqua Medical Spa strives to provide the most innovative and effective treatments in non-surgical cosmetic, and aesthetic medicine. Our commitment is to provide the most up-to-date procedures and treatments supported by the latest in medical and cosmetic research. Aqua Medical Spa offers premium Medical Cosmetic services in a professional yet comfortable and attentive environment. These procedures and treatments are carefully chosen to provide the best therapeutic outcome for our clientele with safety and effectiveness being paramount considerations.

Our team consists of dynamic and outgoing personalities. We love working with people, we are full of positive energy and we work together to build a memorable experience for our patients. If this sounds like you, we would love to have you join us

Job Summary
We are seeking a detail-oriented and proactive Office Administrator/Clinical Associate to join our team. The ideal candidate will play a crucial role in ensuring the smooth operation of our office by managing administrative tasks, performing treatments, providing excellent customer support, and maintaining organized records. This position is essential for supporting both our front desk operations, clinical operations and overall office efficiency.

Duties

• -Invoicing/receiving payments, filing/management of patient charts
• Manage scheduling of appointments
• Answering and returning calls
• Perform retention calls and generate new patient leads
• Achieve and maintain individual quotas and assist in achieving and maintaining office quotas
• Track inventory and maintain appropriate stock of products and office materials
• Generate tracking reports and documents
• Connect with associates and managers from other offices regarding patients or projects which require team collaboration
• Educate and encourage patients to proceed with treatments and products recommended for them
• Maintain general cleanliness and upkeep of office and kitchen
• Perform other administrative duties as needed
• Manage daily administrative tasks including filing, data entry, and document management.
• Provide exceptional customer support by addressing inquiries and assisting clients in a professional manner.
• Utilize QuickBooks for financial record-keeping and invoicing.
• Maintain an organized filing system to ensure easy access to important documents.
• Support front desk operations, including greeting visitors and managing phone calls.
• Assist in the coordination of appointments and scheduling for office staff.
• Collaborate with team members to enhance office productivity and workflow.
• Must be able to work 12+ hour shifts as needed

Secondary

• Clinic technician – perform assessments on patients prior to them seeing the Physician
• Assist Physician treatments - scrub-in/out to assist Physician while he performs treatments
• Perform non-invasive skin treatments for patients (on site training provided)

Experience

• Previous experience in an administrative role, preferably within a dental or medical office setting.
• Proficiency in computer skills, including Microsoft Office Suite and QuickBooks.
• Strong organizational skills with the ability to manage multiple tasks efficiently.
• Excellent typing skills with attention to detail for accurate data entry.
• Able to work in a fast-paced team environment, follow direction, and to work independently
• Ability to communicate clearly and effectively with clients and team members.

If you are a motivated individual with a passion for organization and customer service, we encourage you to apply for this exciting opportunity.

Please note all qualified candidates will be considered, but only those selected for an interview will be contacted.

Health Considerations: Masks are to be worn by staff at all times

We are an equal opportunity employer and consider all qualified applicants equally without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status.

Job Types: Part-time, Fixed term contract
Contract length: 12 months

Pay: $18.00 per hour

Benefits:

• Store discount

Experience:

• Office Administration: 1 year (required)
• Sales: 1 year (required)

Language:

• English (required)

Work Location: In person