Office Assistant - Jobs in Coquitlam, BC

Job Description

JOB DESCRIPTION - OFFICE ASSISTANTAbout UsBon Voyage Medical is a travel and occupational health clinic with a College of Physicians and Surgeons of British Columbia (CPSBC)-accredited laboratory focused on COVID-19 testing. We provide consulting services, specimen collection, analysis, testing, and reporting services for individuals and organisations requiring infection prevention and control services, including COVID-19 testing and vaccination services. With over 500 five-star Google reviews, we pride ourselves on responsive and reliable customer service.Bon Voyage Medical has been on an exponential growth curve and we are expanding our offerings and client base every day. We have official partnerships with major airlines including Air Canada and WestJet, leading travel agencies and hotel chains, food processing plants, school districts and more. Our doctors and nurses have deep expertise in COVID-19 response, including in public health, laboratory medicine, and primary care.About The PositionWe offer a fast-paced, dynamic working environment in a continuously changing market with limitless potential for growth and personal development. The Office Assistant must be dynamic, adaptable, curious, and excited to find a solution where there is no precedent, and continuously look to optimise and improve the way we run our operations.This position, reporting to the Clinic Manager and Operations Manager, will be involved in all day-to-day operations of the clinic, ensuring high quality customer service for patients, making sure their questions are answered and needs are met on a timely basis. The ability to effectively multitask and prioritise tasks while working in a fast-paced environment is a must. Ultimately, the most important role of the Office Assistant is to ensure that Bon Voyage Medical maintains its excellent reputation for first-in-class customer service. Ability to speak Mandarin is a strong plus.Key Responsibilities

• Answer multi-line phone systems, answer email inquiries, schedule or change appointments, direct calls, answer questions, and ensure patient satisfaction through top-notch customer service
• Receive patients at reception, confirm their identification documents, create appropriate paper documentation and ensure relevant payments for the appointment have been made
• Be very familiar with clinic Standard Operating Procedures (SOPs) and ensure the day-to-day implementation of those SOPs in every activity that is carried out at the clinic
• Support the Clinic Manager and/or Operations Manager in troubleshooting urgent problems and escalate promptly when necessary
• Become a power user of the clinic’s Information Management System including scheduling and Electronic Medical Record platform
• Support the Medical Director in drafting and reviewing patient travel certificates and test results and ensure patients have received the records in a timely manner through secure mechanisms
• Support the investigation of incidents and nonconformities and implement continuous improvement measures
• Attend weekly staff meetings, discuss process improvement opportunities and lessons learned
• Partial remote work may also be integrated into this position

Requirements

• Past experience in a customer-facing role, with excellent communication, organization, and customer service skills in a must.
• Past experience as an MOA is not required but considered an asset.
• Experience in the hospitality sector, including retail, food & beverage, or events is considered an asset.
• Demonstrated experience working in a fast paced, high energy, high stakes environment is a must.
• Experience working with computers, sophisticated software, and complex communications systems is required. Must be comfortable learning new technology platforms.
• Fast learner and capable of picking up new concepts fast.
• Multilingual abilities considered a plus

Job Type: Full-timeSchedule:

• Monday to Friday

Application question(s):

• Mandatory screening questionnaire: Are you available to work Full time
• Mandatory screening questionnaire: Are you available to work Monday to Friday 7am-1pm
• Mandatory screening questionnaire: Are you available to work Monday to Friday 1-7pm
• Mandatory screening questionnaire: How soon can you start
• Mandatory screening questionnaire: What is your expected hourly wage

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