Medical Office Coordinator and Stakeholder Relations

About Us This is a physician-led medical office specializing in a long-term, personalized approach to in-office procedures, patient care, and patient education. Procedures are performed or supervised by a doctor. This means better outcomes and a level of safety that only medical expertise can provide, helping patients make decisions with clarity and confidence, not pressure. What We Are Looking For This role provides complex operational and administrative leadership, working alongside the clinical team to manage the clinic and represent its interests with patients, suppliers, and other stakeholders. The incumbent manages front desk coverage, schedule, inventory management, and administrative follow-through, and supports payroll and bookkeeping submissions. This role leads a small front desk team and coordinates seasonal schedule management and supply needs of the practice's contractor providers. The position exists to bring stability, consistency, and quiet, dependable execution to the office. Key Responsibilities This role calls for someone who blends operational leadership with strong external relationship management. • Oversee the daily operations of the clinic, ensuring the practice runs smoothly and to a high standard. Maintain organized systems, workflows, and procedures, and coordinate with the clinical team for seamless day-to-day operations. • Serve as the clinic's primary point of contact for external stakeholders, patients, suppliers, and partners, building and sustaining strong professional relationships. Represent the clinic's values and standards in all external communications, and support the administrative team in delivering a welcoming, polished experience. Handle concerns with empathy, discretion, and sound judgment. • Manages and delegates office phone line and patient inquiries, ensuring calls are answered by front desk team, voicemails returned the same day, and email and web enquiries handled within two business hours. • Supports the administrative and clinical team, establishing clear expectations while fostering a respectful and positive environment. • Manage staff scheduling and payroll, including shifts, vacation requests, and day-to-day coverage, ensuring appropriate staffing levels and smooth clinic coverage. Coordinate schedule changes and last-minute staffing needs, review timesheets, and support accurate, timely payroll processing. • Steward the clinic's administrative, operational, and financial health, including budgeting, expense tracking, inventory management, and reporting. Identify areas for improvement and lead the implementation of new systems, processes, and practice initiatives. • Assist with hiring, onboarding, training, and employee development with the People and Culture Consultant and HR. Manage performance with coaching and constructive feedback, and address workplace concerns and interpersonal conflicts calmly, fairly, and confidentially. • Identify opportunities to improve efficiency, communication, patient flow, and overall practice performance, including updating KPIs and other performance indicators. • Uphold the highest standards of compliance and confidentiality. Meet healthcare, privacy, employment, and workplace safety requirements. Keep SOPs consistent and current. The Person We Are Looking For This position is best suited to someone who is experienced, dependable, and naturally organized. You notice the details, follow through on commitments, and take pride in creating structure and order. You're comfortable managing people and representing the clinic externally, and you're able to have challenging conversations when necessary, while remaining respectful, calm, and fair. You understand that good leadership isn't simply about completing tasks, it's about creating an environment where people know what's expected of them, feel respected, and are accountable for their responsibilities, and where external partners see the clinic as professional and trustworthy. You're professional and approachable, but you also understand the importance of boundaries and consistency. You are excited by the opportunity to grow into a senior operational role in a intimate, quality-driven practice, and you want to stay somewhere for years rather than months. Qualifications The ideal candidate possesses the following: • Diploma or undergraduate degree in a relevant discipline, or equivalent education, training, or professional experience • 3+ years of experience in a in a coordinator, office administrator, or supervisor role, preferably in medical, dental or allied-health private practice, or office/operations management or other customer-service oriented environments • Experience organizing coverage of phone inquiries and converting client inquiries into bookings • Experience owning inventory, including par levels, ordering, and reconciliation • Demonstrated experience managing people, including hiring, performance management, and conflict resolution • Demonstrated experience managing external relationships, vendors, partners, or stakeholders • Experience with budgeting, expense tracking, and administrative reporting • Experience supervising two or more people, including scheduling, delegation, and follow-up • Ability to receive feedback, self-audit, and track and report sustained progress to a supervisor • Willingness to respect diverse perspectives, including perspectives in conflict with one's own • Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion • Highly effective analytical, oral and written communication, organizational, problem-solving, conflict resolution, and interpersonal skills • Ability to exercise leadership, a high degree of judgement, tact, discretion, and initiative in all areas of responsibility • Experience with scheduling software, payroll systems, EMR/practice management systems (Jane), or Microsoft Office is an asset • Experience in dermatology, cosmetic medicine, wellness, or a similar client-focused healthcare environment is an asset • Available Tuesday through Saturday, business hours • A clean criminal record check What We Offer • A warm, supportive, stable and professional work environment • $55,000–$65,000 base salary, depending on experience • Consistent Sunday and Monday off • Health and dental benefits including paid time off for eligible full-time employees • Opportunities for professional development and learning • Future RRSP matching opportunities How to Apply Please submit your current resume and a cover letter outlining your relevant leadership, operations, and stakeholder relations experience, including team management, conflict resolution, scheduling, budgeting, and external communications, and why you believe you would be an excellent fit for our practice. Along with your cover letter, please answer these three short questions: • Describe how you tracked inventory or supplies in a previous role — the actual mechanics, not the goal. • Why does a Tuesday-to-Saturday schedule work for you, and what would make you want to stay somewhere for several years? • Tell us about a time you had to give a coworker difficult feedback. What did you say, and what happened afterward? Applications without answers to these three questions will not be reviewed.

Oversee daily clinic operations and administrative leadership while serving as the primary point of contact for patients, suppliers, and external stakeholders. Manage staff scheduling, payroll, inventory, and the overall operational health of the medical practice.

Requires a diploma or degree with 3+ years of experience in office administration or supervision, preferably within a healthcare setting. Must possess strong leadership skills, experience in people management, and proficiency in scheduling and budgeting.

• Health Insurance • Dental Insurance • Paid Time Off • Professional Development • RRSP Matching

• Problem solvingPreferred
• CommunicationPreferred
• Inventory managementPreferred

Identified from the job description. Confirm important requirements above.

• Operational Leadership
• Stakeholder Relations
• Office Management
• Staff Scheduling
• Payroll Processing
• Inventory Management
• Performance Management
• Conflict Resolution
• Budgeting
• Expense Tracking
• Patient Coordination
• Compliance
• Communication
• Problem Solving
• Administrative Reporting
• Onboarding

• Healthcare
• Management & Leadership
• Administrative
• Customer Service & Support
• Human Resources

Minimum education

College diploma

Minimum experience

3+ years

Apply by

Sep 24, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level

Application method

Direct apply is available