Medical Office Administration jobs in Kitchener, ON

Job Summary

Office Manager – Optometry Practice

Grand River Eye Care | Waterloo, Ontario

Grand River Eye Care is seeking an experienced, confident, and highly organized Office Manager with a strong optometric and optical background to lead our team and oversee the day-to-day flow of our busy practice.

This is a hands-on leadership position. We are looking for someone who understands how a successful optometry practice operates because they have worked in one. The ideal candidate is comfortable stepping into any area of the practice—supporting reception, pretesting patients, helping in optical, troubleshooting workflow issues, and leading staff.

The Role

The Office Manager is responsible for ensuring the practice runs smoothly, efficiently, and with an exceptional level of patient care and customer service.

You will oversee the daily operations of the clinic while also working alongside the team. This is not a position for someone who wants to manage solely from an office. We want a leader who notices what needs to be done, understands patient flow, and is willing and able to step in wherever needed.

Key Responsibilities

Practice & Patient Flow

• Oversee the daily flow of the optometry practice and ensure patients move efficiently through reception, pretesting, examination, optical, and checkout.
• Anticipate bottlenecks and proactively solve scheduling, staffing, and workflow issues.
• Ensure doctors and staff have what they need to keep the clinic running efficiently.
• Maintain a high standard of professionalism, organization, and patient experience throughout the practice.
• Help manage difficult patient situations and resolve concerns professionally.

Team Leadership

• Provide day-to-day leadership, direction, and accountability for staff.
• Establish clear expectations and ensure clinic policies and procedures are consistently followed.
• Coach and support employees to improve their skills, efficiency, confidence, and patient interactions.
• Assist with onboarding and training new team members.
• Help create a positive, professional workplace where employees work together and support one another.
• Recognize performance issues early and address them appropriately.
• Lead by example and be willing to work alongside the team during busy periods.

Optical

• Confidently assist patients with frame selection and lens recommendations.
• Understand progressive lenses, lens materials, coatings, prescription considerations, measurements, and troubleshooting.
• Recommend products based on the patient's visual needs, lifestyle, prescription, and priorities.
• Be comfortable discussing premium lens options and explaining their value to patients.
• Support and coach the optical team in providing excellent service and achieving strong optical sales.
• Troubleshoot eyewear concerns, adaptation issues, remakes, and patient complaints.

Pretesting & Clinical Support

• Be experienced and comfortable performing optometric pretesting.
• Understand the purpose of common diagnostic testing and how it fits into the patient's examination.
• Assist with patient testing when required to maintain clinic flow.
• Ensure testing protocols are followed consistently and accurately.
• Understand how the doctor, pretest, reception, and optical areas work together as one patient experience.

Administrative & Operational Management

• Assist with staff scheduling and ensure appropriate coverage throughout the practice.
• Monitor appointment flow, recalls, cancellations, and opportunities to improve doctor schedules.
• Oversee completion of daily tasks and staff responsibilities.
• Help maintain inventory, supplies, equipment, and an organized clinical environment.
• Assist with implementation and improvement of office systems, policies, and procedures.
• Work closely with the practice owner to identify opportunities to improve efficiency, patient care, team performance, and practice growth.

Who We Are Looking For

Our ideal candidate:

• Has significant previous experience working in an optometry practice.
• Has strong optical experience and is confident selling eyewear and premium lenses.
• Has hands-on experience with optometric pretesting.
• Understands the complete flow of an optometry office from the patient's arrival through examination, optical, and checkout.
• Has previous leadership, supervisory, or management experience.
• Is comfortable holding employees accountable while remaining approachable and supportive.
• Is highly organized and able to manage multiple priorities.
• Is proactive and sees what needs to be done without waiting to be asked.
• Has excellent communication and problem-solving skills.
• Is confident dealing with patients and resolving challenging situations.
• Understands that excellent patient care and a successful business go hand in hand.
• Enjoys developing people and creating a strong, accountable team.

What Success Looks Like

A successful Office Manager at Grand River Eye Care keeps the entire practice moving.

The doctors are supported. Patients feel cared for. The optical department performs well. Staff know what is expected of them. Problems are addressed rather than ignored. The schedule is productive, the office is organized, and the team works together.

Most importantly, our Office Manager understands that exceptional patient care is created by the entire patient journey—not just what happens in the exam room.

About Grand River Eye Care

Grand River Eye Care is an established independent optometry practice committed to providing an exceptional level of eye care. Our practice combines comprehensive eye examinations and advanced diagnostic technology with premium optical products, specialty eye care, dry eye treatment, and personalized service.

We are looking for an Office Manager who shares our commitment to caring, integrity, passion, and innovation and who takes pride in helping both patients and team members have an outstanding experience.

Pay: $21.80-$35.39 per hour

Expected hours: 40.0 per week

Benefits:

• Company events
• Dental care
• Life insurance
• On-site parking
• Vision care

Experience:

• Optometry: 2 years (required)

Work Location: In person