Contract Medical Office jobs in Kitchener, ON

The Natural Way Health Clinic is a busy integrative Naturopathic and Chiropractic clinic that has served Waterloo Region for 20 years. We are committed to providing exceptional patient care in a warm, welcoming and professional environment.

We are seeking an experienced, organized and patient-focused Office Manager to oversee the clinic’s daily administrative operations during a maternity leave. This is a hands-on role that combines office-management responsibilities with front-desk and patient-support duties.

The successful candidate will supervise our part-time administrative staff, ensure established clinic processes are followed consistently and help maintain an efficient and positive environment for patients, practitioners and employees.

Responsibilities:

• Oversee the clinic’s daily administrative and front-desk operations.
• Greet patients and provide a warm, professional and patient-centred experience.
• Answer telephone calls, texts and emails and ensure inquiries receive timely follow-up.
• Schedule appointments accurately and maintain organized practitioner schedules.
• Check patients out, process payments and reconcile daily transactions.
• Guide patients through the clinic’s rebooking process using established procedures and scripts.
• Respond to inbound leads and use established processes to convert inquiries into booked appointments.
• Maintain accurate patient records and document communications in Jane App and the clinic’s CRM.
• Receive and fulfill supplement orders and maintain inventory at established levels.
• Post pre-approved social-media content or create basic images and captions when required.
• Schedule, train and provide day-to-day direction to part-time administrative staff.
• Delegate responsibilities and ensure staff remain productive during quieter periods.
• Monitor staff performance and adherence to established clinic processes.
• Handle routine patient concerns professionally and appropriately.
• Communicate operational issues, staffing concerns and relevant updates to the Clinic Director promptly.

Qualifications:

• At least three years of administrative, office-management or supervisory experience.
• Experience supervising, training or coordinating administrative employees.
• Healthcare or private-clinic experience is strongly preferred.
• Strong written and verbal communication skills.
• Exceptional attention to detail and accuracy.
• Excellent organization and the ability to manage competing priorities.
• A warm, professional and confident approach to patient service.
• Ability to follow established procedures and ensure they are applied consistently by the administrative team.
• Sound judgment regarding when to resolve an issue and when to escalate it.
• Proficiency with Microsoft Office and standard computer applications.
• Experience with Jane App, CRM software or QuickBooks is considered an asset.

The Ideal Candidate

You are approachable, dependable and highly organized. You enjoy helping patients while providing clear direction and support to an administrative team. You communicate concerns early, follow through on commitments and notice when routine responsibilities are being missed.

You are comfortable moving between managing the office and assisting at the front desk. You understand that excellent clinic operations depend on both a positive patient experience and consistent attention to the work happening behind the scenes.

What We Offer:

• A supportive and collaborative team environment
• Meaningful work helping patients improve their health
• Ongoing training and support
• A professional workplace culture focused on service excellence

Schedule:
Weekdays - Approximately 8:45 - 5:00

Pay: $26.00-$30.00 per hour

Benefits:

• On-site parking

Experience:

• Administrative: 3 years (preferred)

Work Location: In person