Medical Office Administrator jobs in Scarborough, ON

We are seeking an organized, reliable Office Administrator and Coordinator with strong computer and communication skills for our psychological services office in Markham. Efficient, accurate, and reliable digital document handling is central to this role. You will take ownership of day-to-day administrative coordination, keep files and tasks organized, and proactively follow up so practitioners and colleagues have what they need on time.

This is an in-person position at our Markham office.

Key responsibilities

· Coordinate files, documents, appointments, and tasks so practitioners and colleagues have what they need on time; follow up on missing items early to prevent delays and missed deadlines.

· Download, upload, name, save, organize, copy, and move PDF and Word documents across email, online portals, and designated folders promptly and accurately. Check that file transfers are complete and that the correct documents reach the appropriate colleagues on time.

· Schedule client appointments, coordinate practitioner calendars, and manage follow-up calls and emails.

· Collect and organize referral forms, questionnaires, and supporting documents; maintain accurate, confidential digital client records.

· Provide administrative support for billing, invoicing, charting, telehealth, and practice-management systems.

· Warmly greet and assist clients in person and online; communicate professionally with practitioners, insurers, legal representatives, and referral sources.

Required skills

· Practical computer and file-management skills: independently and efficiently handle files, folders, email attachments, and online portals; use keyboard navigation and common shortcuts confidently; and type quickly and accurately.

· Clear spoken and written English: independently handle client calls, understand requests, take accurate messages, and write clear, professional emails.

· Ability to independently manage email and calendars and create and edit documents.

· Proficiency with Microsoft Outlook and Word; familiarity with Microsoft Teams and other communication tools.

· Experience using Mac computers confidently and efficiently for everyday office tasks.

· Strong organization and attention to detail, with the ability to prioritize multiple tasks, meet deadlines, and work independently.

· Careful, professional handling of confidential health and personal information, and respectful communication with clients and practitioners.

Training covers our office procedures and practice software. Applicants must already have the everyday computer, typing, and English communication skills listed above.

Preferred assets

· Administrative experience in healthcare, mental health, rehabilitation, medical-legal, or insurance services.

· Experience with practice-management software and Electronic Health Record (EHR) systems for booking, billing, charting, records, or telehealth.

· Experience coordinating services, reports, or time-sensitive files.

Interview process

During the interview, applicants may be asked to complete a short computer task, such as typing a brief message and saving a document, to demonstrate basic computer and written communication skills.

If you enjoy supporting people and keeping an office organized, we would love to hear from you.

Pay: $17.95-$19.00 per hour

Expected hours: 40.0 per week

Work Location: In person