Office Manager

Who we are:

Launch Rehab is a multidisciplinary rehab studio with a team of physiotherapists, chiropractors, registered massage therapists, kinesiologists, and more. What sets us apart from other rehabilitation clinics is our level of personal care and attention; we are looking to foster long-term relationships with our clients. We provide personalized, hands-on, 1-on-1 care to help our clients reach their rehabilitation or wellness goals, and beyond. We are committed to our vision of lifting each other up. Whether it's through physical rehabilitation or community partnerships, we are a launching pad for all to reach new heights

We currently have 5 locations – Coquitlam, Lougheed, North Burnaby, New Westminster, and Richmond. We are currently looking for an office manager to help support our management operations at North Burnaby location.

Who we are looking for:

• Exceptional Leadership in Customer Service: Committed to delivering outstanding support while cultivating positive, professional relationships with clients, and team members. Skilled in navigating and resolving complex client situations with professionalism and empathy, ensuring client satisfaction and long-term retention.
• Communication & Interpersonal Skills: Possesses advanced verbal and written communication abilities, ensuring clear and confident interactions with all staff and clients. Skilled in facilitating smooth daily operations and resolving conflicts effectively.
• Strategic Planning, Organization, and Prioritization: Experienced in managing the day-to-day operations of a busy clinic, with strong capabilities in planning, organizing, and prioritizing tasks. Proficient in overseeing workflows and ensuring team alignment with organizational goals and deadlines.
• Team Management and Scheduling Expertise: Proven ability to lead, support, and motivate administrative teams.
• Strong Analytical and Problem-Solving Abilities: Adept at assessing complex situations—including client concerns, operational inefficiencies, and team challenges—to identify root causes and implement thoughtful, sustainable solutions that align with business priorities.

Duties and Responsibilities:

• Oversee all front desk operations, ensuring clients are welcomed warmly and inquiries are handled efficiently and professionally.
• Supervise and support the administrative team, providing guidance, training, and leadership to maintain a high-performing, collaborative work environment.
• Manage accounts receivable for all in-house therapists, ensuring timely and accurate processing of payments and follow-ups.
• Reconcile daily and weekly bank deposits with Jane App records to ensure financial accuracy and consistency.
• Serve as the first point of contact for client complaints, resolving concerns with professionalism, empathy, and discretion.
• Review and oversee payroll hours to ensure accurate time tracking and reporting through Payworks
• Oversee and update ICBC and WSBC tracking documents to ensure client appointments are scheduled in accordance with approved treatment plans.

Position Progression and Probation Periods

This position will initially begin as an Administrative Assistant. Successful candidates must complete a 3-month probationary period in this role. Upon satisfactory performance and meeting all expectations, the candidate will transition into the Office Manager position. An additional 3-month probationary period will apply to the Office Manager role to ensure continued performance and suitability. The position requires the candidate to have their own laptop.

Experience and Education

• Bachelor's Degree or Diploma (Required)
• Customer Service Experience: 1 year (Required)
• Office Manager Experience: 1 year (preferred)
• Administrative/Front desk Experience: 1 year (preferred)

Job Type: Full-time

Pay: $20.00-$25.00 per hour

Expected hours: 37.5 per week

Benefits:

• Casual dress
• Company events
• Extended health care
• On-site gym
• On-site parking

Work Location: In person