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Added 3 days ago
Service Admin/Warranty Administrator
Equipment World Inc.
Sault Ste. Marie, ON
Full-time
Do you have service department experience and a knack for keeping things running smoothly? At Equipment World, we're looking for a detail-oriented ...
Added 6 days ago
Service Administrator (Service Writer) - Swan River
Pattison Agriculture Limited
Swan River, MB
At Pattison Agriculture we seek talent ready to GROW, CONNECT AND EVOLVE with us! We are looking for a Service Administrator (Service Writer) to join our fast-paced, energetic dealership in…
Added 3 days ago
ITAM Admin - Contract
Compugen Inc
Fairview, AB
Contract
We are seeking an IT Asset Management (ITAM) Administrator to support the day-to-day management, tracking, and lifecycle administration of IT assets across the organization. The ITAM…
Added 3 days ago
Information Technology Administrator
Pangeo Group
Vaughan, ON
$50,000 to $70,000 CAD / year
Full-time
The IT Administrator is the primary onsite IT person for the Vaughan plant - a build-and-run role spanning the interior fit-out through to day-to-day operations. During buildout you will…
Added 16 days ago
Body Shop Administrator - Velocity (Edm. West)
Velocity Vehicle Group
Edmonton, AB
The Body Shop Administrator ensures that Velocity Truck Centres delivers consistent, high‑quality service to customers, while supporting the body shop team and managers.
Added 16 days ago
Branch Service Admin
Rocky Mountain Equipment
Dauphin, MB
Full-time
A Branch Service Admin is a branch hybrid role of Service Writer and Branch Administrator duties. The primary scope of the role is to liaison between customers in need of repairs and the…
Added 27 days ago
Service Administrator (Service Writer) - Kyle
Pattison Agriculture Limited
Kyle, SK
At Pattison Agriculture we seek talent ready to GROW, CONNECT AND EVOLVE with us! We are looking for a Service Administrator (Service Writer) to join our fast-paced, energetic dealership in…
Added 1 month ago
Body Shop Administrator
Velocity Vehicle Group
Surrey, BC
The Body Shop Administrator ensures that Velocity Truck Centres delivers consistent, high‑quality service to customers, while supporting the body shop team and managers.
Added 5 months ago
Office Administrator & Financial Coordinator
Spectacle (Toronto ON)
Toronto, Ontario
Full-time
…our clients access to the highest quality products and expert service that feels personal, honest, and exciting. Join us in our mission to bring exceptional style and clarity to our…
Added 5 months ago
Office Administrator & Financial Coordinator
Spectacle (Toronto ON)
Toronto, Ontario
The Office Administrator & Financial Coordinator is the primary guardian of our practice’s data and physical assets. This role is a unique hybrid of high-accuracy financial coordination and…

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Spectacle (Toronto ON)

Office Administrator & Financial Coordinator

Toronto, ON, Canada

Experience: Experience: 3+ years in senior administration or operations.
Posting language: English
Posted: Mar 27, 2026

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Original job description

About the role

The Office Administrator & Financial Coordinator is the primary guardian of our practice’s data and physical assets. This role is a unique hybrid of high-accuracy financial coordination and boots-on-the-ground operational management. You will ensure that every frame, lens, and OHIP claim is accounted for in our Practice Management Software (PMS), providing our external bookkeeper with pristine, reconciled data across multiple business entities.
Reports To: Practice Owner / General Manager and HR
Employment Hours: Tues to Friday, with some Mondays or Saturdays as required

What you'll do

1. Financial Integrity & Multi-Company Support

HST & Tax Coordination: Manage sales data collection and Input Tax Credit (ITC) documentation for multiple companies. Prepare reconciled data for the bookkeeper to ensure deadline-driven CRA compliance.
Revenue Cycle Management: Execute OHIP billing submissions. Monitor Remittance Advices and Error Reports; proactively correct and resubmit rejected claims across all locations.
Payables & Audit Readiness: Systematically categorize all facility invoices, utility bills, and vendor statements by entity. Ensure every transaction has a matching receipt in "audit-ready" digital folders.
Pricing Verification: Audit all incoming invoices to ensure the practice is being charged correctly according to contracted buying group rates or volume discounts.

2. Lab Vendor Control & Asset Recovery

Statement Reconciliation: Perform line-by-line audits of monthly lab statements (lenses/coatings) against the PMS. Ensure all discounts, warranty credits, and "non-adapt" returns are applied correctly.
Credit Tracking: Act as the primary lead for tracking breakages and canceled orders. Ensure frame and lab vendor credits are received in a timely fashion and accurately reflected in financial records.

3. Strategic Inventory Management & Data Entry

Master Data Entry: Maintain the "Source of Truth" in the PMS by entering patient billing, frame specifications, and pricing with 100% accuracy.
Physical Audits: Oversee regular on-site inventory audits across all locations. Identify, research, and resolve variances (shrinkage or entry errors) to maintain an accurate Cost of Goods Sold (COGS).
Cost-Efficient Returns: Consolidate frame returns into bulk shipments to minimize courier expenses. Manage the full lifecycle of returns, including restock fee mitigation and warranty claims.

4. Standard Operating Procedures (SOP) & Quality Control

Manual Maintenance: Create and update a "Master SOP Manual" for all admin and financial tasks (e.g., OHIP workflows, repair request protocols).
Consistency Audits: Ensure all locations are using the most up-to-date supplier info, shipping addresses, and billing codes.
Supplier Onboarding: Manage the setup of new vendors, including tax IDs, shipping protocols, and rep contact information.

5. Facilities, Procurement & Maintenance

Upkeep & Repair: Lead facility maintenance. Identify repair needs, gather competitive quotes (HVAC, plumbing, electrical), and present options to management.
Contract Management: Oversee site-specific services (cleaning, waste, security) to ensure the best value and service standards.
Centralized Procurement: Monitor stock levels for clinical and office supplies. Use a centralized strategy to leverage volume discounts and prevent over-ordering.
Asset Tracking: Maintain a log of all major equipment and coordinate annual calibrations/servicing.

6. Marketing, Growth & Team Culture

Trunk Show Management: Take full ownership of designer frame showcases, coordinating vendor reps, calendars, and day-of logistics.
Targeted Outreach: Use PMS data to curate invitation lists for exams and events based on spend history and insurance eligibility.
Event Coordination: Plan and execute team-building initiatives and staff appreciation events to maintain a positive, high-energy culture.

Qualifications & Skills

Experience: 3+ years in senior administration or operations. Optical/Medical experience and OHIP billing knowledge are highly preferred.
Financial Acumen: Strong ability to spot discrepancies in complex statements and an advanced understanding of ITCs and tax categorization.
Independent Self-Starter: You are a "go-getter" who can generate and organize tasks with minimal supervision.
Project Management: Proven ability to manage multiple vendor quotes and repair timelines simultaneously.
Technical Proficiency: Advanced Excel skills and experience with cloud-based document management.
Mobility: Valid driver’s license and a reliable vehicle for travel between sites.

Working Conditions

Travel: Majority of time will be spent at our Queen head office location. Occasional travel between practice locations is mandatory.
Physical: Significant time spent on data entry, as well as physical inventory handling (lifting boxes of frames/supplies).
Environment: A collaborative, fast-paced team environment where organizational mastery is the top priority.

Why Join Us?

Growth: Sales and Optical training programs to expand your industry knowledge.
Benefits: Participation in our Company Benefits Plan and gift cards for friends/family.
Perks: Significant company discounts and eyewear benefits.
Culture: Regular team outings, reward programs, contests, and events.

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More about this job

Responsibilities

The Office Administrator & Financial Coordinator manages financial integrity, revenue cycle billing, and inventory accuracy across multiple business entities. They also oversee facility maintenance, vendor relationships, and the development of standard operating procedures to ensure operational efficiency.

Requirements

Candidates must have at least 3 years of experience in senior administration or operations, with a strong preference for optical or medical industry backgrounds. Proficiency in financial reconciliation, OHIP billing, and advanced Excel skills is required, along with a valid driver's license for travel between sites.

Skills

Financial coordination
OHIP billing
Operational management
Data entry
Inventory management
Vendor management
Statement reconciliation
Facility maintenance
Procurement
Project management
Excel
Audit readiness
Revenue cycle management
Tax coordination
SOP development

Benefits

Company benefits plan
Gift cards for friends and family
Company discounts
Eyewear benefits
Sales and optical training programs

Visa sponsorship

Not detected in the job text

Keywords

Office Administration
Financial Coordinator
OHIP Billing
Practice Management Software
Revenue Cycle Management
Inventory Audits
Vendor Relations
Facility Maintenance
Procurement
Data Entry
Excel
SOP
Tax Compliance
Optical Industry
Asset Recovery
Statement Reconciliation
Cost of Goods Sold
Project Management
Quality Control
Marketing

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