Posted 1 year ago

We are searching for a Sr Office Administrator/Bookkeeper to join our family. If you are professional, highly motivated, with exceptional communication and administrative skills, and a great team player who is detail-oriented and can manage priorities well, we may be a great fit!


-Full-Time Permanent Position
-Monday to Friday
-$30/hour based on experience
-Dental Care and Benefits
-Three weeks of annual vacation
-Fun, Friendly Environment


The Senior Office Administrator is responsible for the dental office’s smooth administrative operation while maximizing efficiency. Maintaining a high level of professionalism and a personal image that upholds the dental office standards of integrity, quality, and exceptional service to our customers.


The Office Administrator should provide general supervision of all other business aspects and staff, including, but not necessarily limited to:

-Supervising the work of the scheduling coordinators (receptionist) – seeing that scheduling is done properly, recare is maintained and all patient contacts are kept up to date.
-Hiring and supervising the work of all employees, including cleaning personnel
-Controlling the expense of inventory
-Analyzing practice vital signs monthly and implementing policies to improve the financial health of the practice
-Tracking vital signs daily monthly, quarterly, and annual to show trends, recognize successful performance by staff members, and uncover problem areas in the practice before they become serious.
-Coordinating policies and implementing systems as per the changing industry trends.
-Handling all work schedule matters, including vacation and sick days, unpaid leave, and paid time off
-“Purging” (contacting patients who have not completed dental work that they have been diagnosed as needing)
-Monitor and regulate employees’ use of sick days, vacation days, and unpaid leave
-The Office Manager should supervise the stocking and ordering of office supplies.
-The Office Manager should see that the clinic is properly closed and secured in the evening.

Each of the above duties may be personally performed by the Office Administrator or the Office Administrator may oversee their performance by another person.

-Overseeing and maintaining Bookkeeping of daily revenue and expenses using QBO
-Overseeing Accounts payable and payment processing for vendors
-Overseeing all bill payments are made in a timely manner
-Complete financial functions including revenue posting and invoice processing
-Maintain files and documentation thoroughly and accurately
-Complete bank and other account reconciliations
-Government remittances and filing
-Assist in budget preparation and maintenance
-Keep track and order dental and office supplies as needed and deal with the couriers
-Maintain employee files and facilitate payroll through our third-party payroll provider
-Supports staff and management


The candidate should have at least three years of bookkeeping experience and be proficient in Quickbooks Online.

Skills Required:

-A post-secondary degree or diploma
-Exceptional leadership, coaching and communication skills
-Aptitude for critical thinking and problem-solving skills
-2-4 years of dental office management experience or 5+ years of dental administration experience
-Finance and accounting aptitude Quick Books Online.
-Exceptional customer service skills
-Internet and social networking savviness is critical
-Highly proficient in MS Office (MS Excel and MS Outlook)
-Experience with using practice management software
-Strong written and communication skills when speaking with patients and dental providers
-Strong knowledge of medical and dental terminology and processes
-Experience maintaining a professional level of patient privacy
-Demonstrated experience managing budgets, and other financial transactions
-Highly organized
-Excellent command of the English language (both oral and written)

Collingwood Dentistry is an equal-opportunity employer. All qualified applicants will receive consideration for employment and will not be discriminated against based on race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, age, pregnancy, genetic information, or any other consideration prohibited by law.

All applicants will be treated with absolute confidentiality.

Job Type: Full-time

Salary: $30/hour based on experience

-Dental care
-Vision care
-Wellness program

-8 hour shift
-Monday to Friday

Ability to commute/relocate:
Collingwood, ON: reliably commute or plan to relocate before starting work (preferred)

QuickBooks Online: 1 year (required)

English (preferred)

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