Administrative Assistant / Office Coordinator

The Office Administrative Assistant will be responsible for managing administrative operations and ensuring the smooth day-to-day functioning of the office. This role includes maintaining accurate records, supporting staff with scheduling and documentation, conducting monthly client eligibility checks, managing spreadsheets, tracking billable hours, and coordinating client wellness and outreach efforts. The Office Administrator plays a vital role in promoting efficiency, compliance, and quality client care through strong organization, clear communication, and professionalism.

Essential Duties and Responsibilities:

1. Administrative and Operational Support:

• Provide daily administrative support to ensure smooth office operations.
• Answer phone calls and emails, direct inquiries, and support client communications.
• Prepare reports, letters, memos, and other documentation as needed.
• Maintain digital and physical filing systems in accordance with confidentiality standards.
• Ensure office supplies and equipment are stocked and functional.

1. Client and Program Monitoring:

• Maintain a minimum of 10 billable hours per week, ensuring productivity standards are met.
• Conduct monthly eligibility checks on all clients to ensure compliance and update records accordingly.
• Manage and regularly update the intake and master spreadsheets used for client tracking and reporting.
• Monitor staff case assignments to identify inactive clients.
• Initiate outreach letters and/or wellness checks as needed to re-engage clients or support next steps in care coordination.

1. HR Employee and Schedule Coordination:

• Assist with onboarding and offboarding procedures, including document management and schedule setup.
• Track staff attendance, time-off requests, and scheduling conflicts.
• Support communication between staff members and other departments.

1. Compliance and Record Maintenance:

• Ensure compliance with organizational policies and confidentiality requirements.
• Maintain organized and updated records for audits, reporting, and team reviews.
• Stay informed about updates to administrative procedures and ensure implementation.

1. Professionalism and Representation:

• Maintain professional conduct at all times—both in the office and during community events.
• Serve as a reliable point of contact for internal and external communications.
• Continuously cultivate strategic community partnerships and engage new stakeholders to support organizational growth and impact.

Minimum Qualifications:

Education & Experience:

• High school diploma or equivalent required; Associate’s degree or higher in office administration
• Previous experience in office administration, client-focused organizations or community-based services is a plus.

Skills & Abilities:

• Strong organizational and multitasking skills.
• Proficiency in Google Suite
• Ability to manage confidential information with discretion and accuracy.
• Clear written and verbal communication skills.
• Detail-oriented with the ability to meet deadlines and work independently.

Other Requirements:

• Valid driver’s license and reliable transportation for occasional errands or outreach.
• Willingness to undergo background check and complete training relevant to the role.
• Ability to occasionally work flexible hours, depending on organizational needs.
• Support a respectful, inclusive, and positive workplace culture.

Physical Demands:

The Office Administrator will primarily work in an office environment, with occasional travel within the local community. Physical demands may include extended periods of sitting, and assisting with onsite events.

Purpose of the Role:

The Office Administrator is central to maintaining efficiency, accountability, and professionalism in the workplace. Through meticulous coordination of staff, schedules, and client information, this role ensures that the office operates smoothly and supports high-quality service delivery to clients.

Watson Community Health Centre provides compassionate behavioral health services, empowering individuals and strengthening communities.