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Added 29 days ago
CC
Integrated Channel Marketing Supervisor - Hybrid
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Brampton, ON
- $91,700 to $100,000 CAD / year
If you’re ready to lead a team that bridges the gap between creative marketing and commercial success, let's talk about your future at Canon.
Added 29 days ago
CC
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- $71,300 to $82,000 CAD / year
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Added 29 days ago
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Added 29 days ago
Director of Client Services
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Life & Health Insurance Advisor (Windsor)
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…funds. We have the most motivated, knowledgeable and ethical sales team in the network working with the national distribution system. Our goal is to be a dynamic market-driven provider of…
Added 29 days ago
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…global presence allows us to provide world-class support and sales with a local touch, providing the best possible customer…
Added 29 days ago
RH
Purchasing Manager
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Toronto, ON
- $42.75 to $49.5 CAD / hour
Partner with sales, engineering, quality, finance, project management, sourcing, and legal stakeholders to ensure supplier commitments are realistic, compliant, and operationally achievable.
Added 29 days ago
Client Delivery Manager
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…interact with our customers, Service Delivery, Practice teams, and Sales to deliver the highest quality of services and customer…
Added 29 days ago
Senior Account Manager- Interactive
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…understanding of client KPIs, a proactive mindset, and the ability to lead cross-functional initiatives with minimal oversight. The Senior Account Manager is expected to not only execute…
Added 29 days ago
Senior Technical Implementation Specialist
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This is a critical pre and post-sales delivery role focused on driving seamless customer implementations across API integrations, payment workflows, treasury orchestration, compliance…
Added 29 days ago
Senior Manager, Strategic & Technology Change, Financial Services & Insurance Industry
Deloitte
Toronto, ON
With your deep Financial Services & Insurance expertise, you’ll lead consulting teams to innovate, design, and implement across sectors such as Banking, Insurance, and Investment…
Added 29 days ago
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Senior Analyst, Business Intelligence
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Canada
- $73,500 to $116,850 CAD / year
…initiatives such as the launch and optimization of Allstate’s direct sales channels. By combining strong analytical thinking, storytelling, and technical expertise, you will help shape how…
Added 29 days ago
Web Solutions Architect
Randstad Canada
Montréal, QC
Workplace Flexibility: Balanced hybrid schedule requiring only 2 days per week on-site
Added 29 days ago
Conseiller.ère principal.e en livraison Agile - Release Train Engineer
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Our client, a prominent leader in the insurance and financial services sector, is seeking an experienced Senior Agile Delivery Lead / Release Train Engineer (RTE).
Added 29 days ago
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Scrum Master
Randstad Canada
Montréal, QC
- $61.32 to $67.45 CAD / hour
Lead and facilitate core Scrum ceremonies, including daily stand-ups, iteration planning, retrospectives, and reviews.
Added 29 days ago
Insight and Analytics Lead, Commercial Excellence
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That’s why we work, on average, a minimum of three days per week from the office
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Added 1 month ago
A
Senior Enterprise Architect
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- $188,700 to $245,000 CAD / year
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Added 1 month ago
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…insight, best practices, etc.) with business judgment to directly lead and deliver major ecosystems GTM…
Added 1 month ago
Technical Support Engineer - OT Communications/IEC 61850
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…Application Notes, articles and guidance notes to drive product sales and facilitate GA project…
Added 1 month ago
Director Program Delivery
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Ottawa, ON
Ensure the Projects are correctly planned and executed by the responsible project managers in achievement of financial targets (Order Intake Growth, Sales Revenue, Gross Margin) as defined…
Added 1 month ago
Industry Engagement Coordinator
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Lead the development and execution around consistent processes for engagement activities including targeted event and industry research, event scenario development, pre-event meetings,…
Added 1 month ago
Manager, Insurance Agency
AMA Agencies Ltd - o/a AMA Insurance Agency
Fort McMurray, AB
You are passionate about sales and customer service… you can’t imagine doing anything else!

Spectacle

Office Administrator & Financial Coordinator

Toronto, ON, Canada

Apply on ats.rippling.com About employer

Applications open in a new tab.

Job details

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

Original job description

About Spectacle

For more than 25 years, Spectacle has been at the intersection of clinical excellence and high fashion. As an award-winning industry leader, we’ve built our brand on the belief that everyone deserves eyewear as unique as they are. We celebrate creativity in all its forms, offering 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 community, one frame at a time.

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.

Apply on ats.rippling.com About employer

More about this job

Responsibilities

The Office Administrator & Financial Coordinator at Spectacle will keep bookkeeping data, OHIP claims, lab statements and inventory accurate in the practice management system. The role also manages vendor setup, facility repairs, procurement, and team events.

Requirements

Spectacle needs 3+ years of senior administration or operations experience, with optical or medical experience and OHIP billing knowledge preferred. Candidates need advanced Excel skills, a strong grasp of ITCs and tax categorization, and a valid driver's licence with a reliable vehicle.

Skills

Practice Management Software
OHIP billing
Remittance Advice reconciliation
HST and ITC coordination
Accounts payable
Lab statement reconciliation
Inventory auditing
COGS tracking
Vendor onboarding
Procurement
Contract management
Asset tracking
Advanced Excel
Cloud-based document management
Standard operating procedure writing
Project management
Event coordination
Data entry
Discrepancy analysis
Optical dispensing knowledge

Benefits

Employee eyewear benefits
Company discounts
Sales and optical training programs
Gift cards for friends and family
Team outings and reward programs

Keywords

office administrator
financial coordinator
bookkeeping support
HST
input tax credit
ITC
OHIP billing
practice management software
PMS
accounts payable
accounts reconciliation
lab statement reconciliation
inventory audit
COGS
procurement
vendor management
facilities management
trunk show
optical
eyewear

Seniority

Mid level

Perks

Employee discount
Paid training

Tools

Practice Management Software
Excel
OHIP billing system

Languages

English

Own vehicle

Yes

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Work requirements

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