Office Manager jobs in Vancouver, BC

Medical Office Assistant / Clinic Coordinator – Facial Plastics & Aesthetics

JeunesseMD is a new facial plastic surgery, medical aesthetics and wellness clinic located in Coal Harbour, Vancouver. Our clinic will focus on facial plastic surgery, cosmetic and reconstructive procedures, injectables, laser treatments, skincare, and advanced aesthetic care.

We are looking for a professional, organized, and motivated Medical Office Assistant / Clinic Coordinator to join our team as we build the clinic from the ground up. This is an important early role for someone who is excited to be part of a growing practice, take ownership of their work, and help create the systems and patient experience that will define the clinic over time.

This role will include a mix of front desk, patient coordination, administrative support, clinical room support, product sales, and surgical booking assistance. As the clinic grows, individual responsibilities may become more defined, but in the beginning we are looking for someone flexible, dependable, and comfortable wearing multiple hats.

What the Role Involves

The Medical Office Assistant / Clinic Coordinator will help manage the full patient experience, from the first phone call or email inquiry through scheduling, clinic visits, treatments, follow-up, and surgical coordination when applicable.

Responsibilities include:

• Welcoming patients and creating a warm, polished, and professional clinic experience.
• Assisting with patient check-in, check-out, intake forms, consent forms, and appointment flow.
• Answering phone calls, managing voicemails, and responding to patient inquiries.
• Monitoring and organizing incoming clinic emails.
• Scheduling, confirming, and following up on patient appointments.
• Coordinating consultation bookings, treatment bookings, and follow-up visits.
• Supporting operating room bookings and surgical scheduling as the clinic grows.
• Helping organize pre-operative instructions, post-operative instructions, surgical dates, and follow-up appointments.
• Maintaining accurate patient information in the clinic EMR and scheduling systems.
• Assisting with scanning, uploading, efaxing, filing, and general administrative tasks.
• Preparing patients for consultations, photography, treatments, and procedures.
• Helping prepare and turn over treatment rooms between patients.
• Assisting the surgeon and clinical team with room setup, patient flow, and procedure preparation where appropriate.
• Learning and following sterilization, instrument handling, cleaning, and infection-control workflows.
• Maintaining clinical supplies, products, instruments, and general clinic inventory.
• Assisting with point-of-sale transactions, receipts, product sales, and front desk payments.
• Keeping the product display clean, organized, and professional.
• Supporting patient education on clinic products and services within the scope of training provided.
• Helping with post-treatment and post-procedure patient follow-up.
• Contributing to clinic checklists, workflows, and systems as the practice grows.

Who We Are Looking For

We are looking for someone who is reliable, detail-oriented, professional, and comfortable working in a small but growing medical clinic. The right person should enjoy both patient-facing work and detailed administrative tasks.

The ideal candidate will be:

• Warm, polished, and professional with patients.
• Reliable, punctual, and interested in a long-term growth position.
• Highly organized and detail-oriented.
• Comfortable managing multiple priorities during a busy clinic day.
• Strong in written and verbal communication.
• Comfortable handling emails, phone calls, scheduling, and patient inquiries.
• Able to work independently while also supporting a small team.
• Comfortable helping at both the front desk and in the clinical area.
• Interested in facial plastic surgery, aesthetics, skincare, and patient care.
• Willing to learn clinic systems, sterilization processes, EMR workflows, and treatment protocols.
• Professional, discreet, and respectful of patient confidentiality.
• Comfortable using computers, email, scheduling systems, and EMR software.
• Excited to grow with a new clinic and help build an excellent patient experience.

Experience That Would Be Helpful

Previous experience in a medical office, specialist clinic, aesthetic clinic, dermatology clinic, plastic surgery clinic, or another procedure-based clinic is strongly preferred.

Helpful experience includes:

• Medical Office Assistant training or certification.
• EMR or scheduling software experience.
• Surgical booking or operating room coordination experience.
• Referral management or specialist clinic workflow experience.
• Patient intake, consent forms, pre-operative instructions, and post-operative coordination.
• Sterilization, infection control, room turnover, or instrument handling.
• Medical aesthetics, injectables, lasers, skincare, or cosmetic treatment knowledge.
• Retail product sales, point-of-sale systems, or inventory management.

Strong English communication skills are required. Additional languages are an asset.

This Position May Be a Good Fit If:

• You want to be part of a new clinic from the beginning.
• You enjoy learning and helping build better systems.
• You are comfortable with a role that includes both administrative and clinical support.
• You like working in a professional, polished, patient-focused environment.
• You take pride in being accurate, dependable, and organized.
• You are looking for a stable role with room to grow as the clinic expands.

Compensation

$25.00 to $30.00 per hour, depending on experience.

Compensation will be based on relevant experience, including prior work in medical aesthetics, specialist clinic administration, surgical coordination, EMR systems, sterilization workflows, product sales, or procedure-room support.

What We Offer

• Opportunity to join a new and growing clinic from the beginning.
• In-house training on clinic systems, products, treatments, and workflows.
• A professional, supportive, and patient-focused work environment.
• Opportunity for the role to grow as the clinic expands.

Job Type

Full-time.

Schedule

Monday to Friday, with the schedule to be finalized based on clinic needs. Some flexibility may be required as the clinic grows.

Work Location

In person, Coal Harbour, Vancouver, BC.

How to Apply

Please submit your resume and a brief cover letter outlining your relevant experience and why you are interested in joining JeunesseMD.

Selected applicants will be contacted to complete an interview as part of the hiring process. We thank all applicants for their interest, but only those selected for an interview will be contacted.

Pay: $25.00-$30.00 per hour

Benefits:

• On-site parking

Language:

• English (required)

Work Location: In person