Job Description

Join Ottawa's Leading Plastic Surgery Clinic

Ottawa Plastic Surgery is a premier aesthetic and reconstructive surgery clinic known for exceptional patient care, unmatched expertise, and premium outcomes. We are seeking a

Front Office Coordinator / Administrative Assistant

who is warm, polished, detail-oriented, and confident with both high-touch customer service and consult coordination.

This role is more than administrative , you are the first impression of our clinic and a key part of guiding patients through their surgical journey with professionalism, empathy, and confidence.

Job Summary

The Front Office Coordinator serves as the primary point of contact for patients and visitors. This role is responsible for front desk operations, appointment scheduling, patient check-in and check-out, payment collection, and maintaining an exceptional in-clinic experience. The ideal candidate brings strong organizational skills, excellent communication, and a proactive, service-driven mindset.

Key ResponsibilitiesFront Office & Daily Operations

Greet patients and visitors warmly and professionally upon arrival Answer incoming calls promptly and courteously; manage voicemails and follow-ups Schedule consultations, follow-ups, and procedures efficiently Send new patient paperwork and appointment confirmations Maintain a cancellation list and proactively fill openings Ask new patients how they heard about the practice and record accurately Provide basic information about procedures to prospective patients Prepare charts and/or EHR prior to appointments Ensure reception area is clean, organized, and stocked Distribute mail and faxes daily Open and close the office according to protocol

Patient Check-In & Check-Out

Check patients in and assist with paperwork completion Ensure all forms and required signatures are completed before appointments Notify clinical staff when patients are ready to be seen Communicate delays to patients professionally and empathetically Collect and post co-payments, deposits, and payments for procedures Schedule follow-up appointments as needed

Client Experience & Lead Coordination

Serve as first point of contact via phone, email, and in person Provide high-touch client support and address questions or concerns with confidence Track leads and follow up strategically to support consult conversion Maintain accurate patient records Collaborate closely with patient care coordinators, surgeons, and clinical staff

Compliance & Additional Duties

Maintain strict patient confidentiality Follow coding and compliance standards Attend staff meetings and trainings Support surgeon and management requests as needed

Qualifications/Education

High school diploma or equivalent required Associate's or Bachelor's degree preferred

Experience

2+ years of administrative, customer service, or sales experience (required) Experience in a medical, aesthetic, hospitality, or luxury environment preferred Understanding of health insurance or managed care is an asset

Skills & Attributes

Excellent spoken and written English (mandatory) French language skills are an asset Excellent verbal and written communication skills Strong organizational skills and attention to detail Ability to multitask and remain calm under pressure Tech-savvy: Microsoft Office, scheduling software, CRM/EHR systems Professional, polished appearance and demeanor Warm, empathetic, and proactive approach to patient care

Position Details

Job Type:

Full-time

Schedule:

Monday to Friday, 8-hour shifts (occasional evenings)

Work Location:

In person

To Apply

Please submit your resume and a brief cover letter via Indeed or drop off your application in person during office hours.

Preference will be given to candidates who apply in person.

Job Type: Full-time

Pay: $17.20-$22.70 per hour

Expected hours: 40 per week

Benefits:

Dental care On-site parking
Education:

Secondary School (required)
Experience:

Front desk: 2 years (required) Administrative: 2 years (preferred)
Work Location: In person