Job Description

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Role Summary

Administrative Support Assistant

Full-Time | 40 hours/week

Reports to: Director of People & Experience (secondary reporting to COO)

Supports: All Axis Therapy & Performance Locations

Wage: $21-25/hr


The Administrative Support Assistant is a support-focused, non-leadership role responsible for executing administrative, HR, and operational tasks across all Axis clinics. This role ensures our systems, records, and workflows remain organized, compliant, and consistent across the entire organization.


You will work closely with the People & Experience team, Regional/Senior Coordinators, and Clinic Directors to maintain documentation, support HR processes, manage multi-clinic admin tasks, and uphold accuracy and reliability in daily operational workflows.


This is a role for someone who thrives in structure, loves organization, and takes ownership of completing tasks that keep a multi-location company running smoothly.

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Key Responsibilities

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1. Administrative Support

Maintain and update the Axis master calendar Keep digital filing systems organized and current Prepare administrative reports and weekly call logs Maintain and update internal directories used by all clinics Complete routine QA checks on compliance documentation Run inventory reports & coordination across all locations
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2. HR & People Support

Maintain and update staff files in BrightHR (contracts, licenses, PLI, certifications) Track clinician license/PLI renewals Post job openings and conduct screening calls for admin candidates Prepare onboarding and offboarding packages Track mandatory training organization-wide (H&S, WHMIS, privacy)
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3. Payroll & Finance Support

Review and approve admin payroll hours across all clinics Submit payroll and administrative hours to payroll Prepare clinician invoice summaries for Clinic Directors Reconcile insurance discrepancies and call insurers when needed Handle MVA/WSIB submissions, documents, and follow-ups Liaise with law firms on insurance documentation
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4. Operations & Cross-Clinic Support

Track rack inventory for all Axis locations Coordinate with clinic admin teams to confirm deliveries and maintain HQ tracking Maintain monthly inventory summaries Maintain Health & Safety documentation across all sites Support setup of new clinics (emails, Slack, insurance portals, etc.) Coordinate social media content days for all clinics Review SEO/blog content for accuracy and brand alignment
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5. Uniform Program

Owns the entire Axis Uniform Program, including:

Managing uniform request cycles and submission windows Receiving and reviewing uniform requests Liaising with uniform suppliers (quotes, sizing, orders, lead times) Tracking inventory, usage, and clinic-specific needs Maintaining uniform logs and distribution systems Ensuring consistency and brand alignment across all clinics

Requirements

2+ year administrative or coordination experience Strong organizational and record-keeping skills Able to learn systems/tools quickly Clear, professional communication High accuracy with repetitive tasks Basic Excel/Google Sheets skills Ability to handle confidential information
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Core Competencies

Attention to detail Multi-location time management Consistency & reliability Clear communication Proactive problem-solving * Strong follow-through