Position Title: Office Coordinator / Scheduler
Reports To: Administrative Manager
Work Schedule: Tuesday – Friday 10:30 AM - 6:30 PM PST, Saturday 7:00 AM – 3:30 PM
Location: Clinic-based. Guildford, Surrey
Salary: $40-45,000/yr
The Office Coordinator/ Scheduler will ensure a positive first impression of Monarch House for internal (employees, contractors) and external (public, vendors, funders) stakeholders. This role will also provide administrative support to the local Home Health team by executing administrative processes and tasks
What your day-to-day looks like:
Utilize effective and courteous communication skills to answer the phone, greet visitors, respond to questions and collect information to direct inquiries Manage multiple phone lines, emails, and general inquiries, effectively prioritize requests.
Participate in administrative projects, create client/employee files, maintain staff/client records and filing.
Maintain operation of photocopier, stocking of supplies, scanning, copying and filing of documents.
Organize, prepare, mail/email and collect client and employee communications or documents.
Open and disperse emails and incoming mail. Manage outgoing mail and couriers.
Maintain office staff lists, staff duties lists, bulletin boards, kitchen, general office entrance areas, etc. as applicable.
Coordinate with team to build, enter and maintain client schedules. Communicate schedule details to clinicians, CSRs, and families to confirm accuracy.
Monitor cancellations, reschedules, and coverage needs daily; coordinate replacement sessions or staffing coverage as required.
Required Qualifications:
Diploma or Certificate in Business Administration, Medical Administration, or related field.
Minimum 1 year of experience in Customer Service or an administrative role
Preferred Qualifications:
1 year of experience in a call center environment
Medical knowledge and/or medical background considered an asset
Key Skills
Strong interpersonal skills
Results-oriented with problem-solving skills
Quality Assurance
Ability to multi-task
Attention to detail
Excellent verbal communication and written communication skills
Excellent time management, organizational skills, listening and observational skills
Strong computer literacy with various applications and programs
Customer Service
What can Monarch House offer you
We are proud of our friendly environment, supportive leadership and the knowledgeable team members who make it all possible. That is why we do everything we can to show our appreciation. Our training, mentoring and education programs will provide you with opportunities for continued learning, support, and guidance whenever you need it.
Competitive compensation
Supervision hours for aspiring and provisionally registered clinicians
Access to mentorship, premium resources, and subscriptions for professional growth and development
Comprehensive health benefits for you and your family (if eligible)
Flexible work options: choose from 3-day, 4-day, or 5-day work week (for clinicians only)
Seamlessly move to different clinic locations across Ontario, Alberta, or British Columbia
Join our annual Best Practice Day for learning and reflection with our national community of clinicians
Enjoy Paid Time Off and Wellness Days (pro-rated for hourly staff)
Exclusive unlimited employee discounts (e.g. hotels, cinema tickets, Apple products and more)
Mileage covered (for float staff and clinicians travelling to multiple centers and/or the community)
Meet your Monarch House team
Established in 2009 in British Columbia as an interdisciplinary treatment centre for individuals with autism spectrum disorder (ASD) and their families, Monarch House has now expanded its geographic network and services to include the full range of services for individuals with academic, behaviour, communication, learning, motor, physical, speech, social and vocational needs.
Monarch House is a dynamic team of professionals providing challenging career opportunities and fulfilling roles in British Columbia, Alberta, and Ontario. Our professional staff work collaboratively and/or individually with each client and specifically tailor services to their needs. Our services can be provided in our centres, at clients’ homes and schools, in the community, and in specialized housing settings. Working with the fields’ thought leaders, we conduct our own research and are committed to continuous learning to provide the most effective treatments possible.
Monarch House is an Equal Opportunity Employer
We celebrate diversity and are committed to creating an inclusive environment for all employees. Your unique perspective is what makes us stronger.
We're a Future-Forward Organization
At Monarch we are committed to innovation and continuous improvement. As a future-focused team, we embrace technology and evolving tools to support our growth and success. We encourage the use of AI and other digital solutions to streamline work, enhance productivity, and stay ahead in a fast-moving landscape.
As such, we value candidates who are comfortable leveraging AI tools to organize their work, solve problems, and manage tasks efficiently. If you’re tech-savvy, adaptable, and excited by the possibilities of working smarter with emerging technologies, we’d love to hear from you.
