Medical Office Administration jobs in Guelph, ON

ABOUT THE JOB

Corporate Services Coordinator (Front Desk)

Ontario School Board Insurance Exchange

Location: Guelph, ON

Position: Full-Time (IN-PERSON)

Salary: $47,000 - $57,000 per year

ABOUT OSBIE

The Ontario School Boards’ Insurance Exchange (OSBIE) is a non-profit insurance company providing commercial lines of insurance to the school boards of Ontario. We classify ourselves as a boutique insurance company with a highly qualified and close group of employees. At OSBIE we foster a customer-focused culture and have great people working here, helping us ensure we provide excellent service to our subscribers. Our people are our greatest asset, and at OSBIE we aim to balance work and play by providing our employees with hybrid work arrangements and a variety of social settings and events that promote a collaborative and connected work environment.

POSITION SUMMARY

The Corporate Services Coordinator provides a broad range of administrative and operational support across the organization. This position plays a key role in supporting the day-to-day operations of the organization through a combination of corporate administrative support, facilities & office coordination, event planning support, and claims administration support. The Corporate Services Coordinator enables organizational effectiveness by ensuring smooth office operations, supporting leadership, and contributing to a responsive and well-organized workplace.

KEY RESPONSIBILITIES

Facilities & Office Coordination:

· Coordinate day-to-day office operations to ensure a safe, functional, and well-maintained

workplace.

· Providing reception desk coverage including general triage and routing of incoming phone calls

and enquiries, greeting visitors, sorting mail, and managing office deliveries.

· Liaise with vendors, service providers, and building operation for maintenance, repairs, and

services.

· Oversee inventory of office and cafeteria supplies, equipment and coordinate corporate

purchasing activities, including ordering, tracking, and reconciling invoices.

· Reconcile purchasing records and support financial documentation accuracy.

· Assist with expense and invoice processing, and budget monitoring for administrative or

corporate services areas.

· Maintain relationships with suppliers and ensure cost-effective procurement practices.

Corporate or General Administrative Support / Support to Senior Leadership Team:

· Provide administrative support to SLT members as needed, including scheduling, coordination, and follow-ups as required.

· Assist with corporate documentation, record keeping, and coordination of internal processes

including management of INSITE reports and follow-ups to members as needed.

· Assist with coordination and support planning and logistics for training sessions and external

company events (e.g. OSBIE Annual Conference/ Regional Seminars) and internal initiatives as required.

· Assist with preparation of materials, reports, and presentations.

· Support onboarding logistics (workspace setup, office supplies).

· Assist with special projects and ad hoc requests from leadership.

Claims Administration Support:

· Initial Claim set-up (First Notice of Loss). Responsible for setting up new claims on the claims

management system.

· Monitor and triage incident reports, escalating urgent and managing batch uploads and any

issues that arise (including incident correspondence).

· Process LEI (Legal Expense Insurance) claims and provide administrative support as needed.

· Process claims cheques, recoveries, payables, annuities, and internal legal billings within

authority.

· Process parental requests for redacted copies of incident reports.

· Distribute invoices and adjuster reports to assigned examiner within claims management system.

· Complete month end claims reports and support to finance as needed.

QUALIFICATIONS

· Post-secondary education, i.e., diploma or certificate, in business administration or a related field preferred.

· 3–5 years of experience in an administrative or corporate support role.

· Proactive problem-solver with a customer service orientation.

· Adaptable with a drive to meet the ever-changing needs of the organization.

· Strong organizational and time management skills with the ability to manage multiple priorities.

· An active listener with excellent communication and interpersonal skills.

· High level of discretion and professionalism.

· Proficiency in Microsoft Office and standard office systems.

· Ability to work independently and collaboratively in a fast-paced environment.

SUCCESS IN THE ROLE

· Clear and Effective Communication: Serve as a professional and approachable first point of contact, ensuring timely, clear and thoughtful communication with employees, visitors, members and external partners.

· Strong Organization and Prioritization: Effectively manage competing priorities, shifting requests, and daily administrative responsibilities while maintaining attention to detail and ensuring critical tasks are completed on time.

· Proactive Coordination and Follow- Through: Coordinate office activities, meetings, schedules, and administrative processes seamlessly, anticipating needs, resolving logistical challenges, and ensuring timely follow-through on tasks and commitments.

· Ownership and Relationship Management: Build strong working relationships across the organization, exercise sound judgement in managing requests and sensitive information, and take initiative to keep office operations running smoothly and efficiently.

WHAT WE OFFER

Competitive salary and benefits

Bonus

Pension

Paid time off

Amazing culture

To be considered for this position, please include a cover letter and current résumé with your application. Only those selected for an interview will be contacted.

OSBIE is committed to providing a barrier-free application and interview process for all candidates. Should you require accommodations due to a disability or medical condition at any point throughout the hiring process, please notify us and we will do our best to meet your needs.

Pay: $47,000.00-$57,000.00 per year

Application question(s):

• What post secondary education do you have?

Experience:

• administrative: 3 years (preferred)

Work Location: In person