Office Manager

Why We Need You :

Southwood Eyecare is seeking a seasoned office manager for a permanent full-time position.

The office manager will be responsible for overseeing our optical, admin team, manage all HR functions, and coordinate the day to day operations critical to our practice’s success.

The office manager will be cross-trained so that they can assist staff with patient service and sales. The ideal candidate will have previous strong retail optical experience as a manager and customer service specialist.

This team member will work a schedule of 37 hours per week. Our clinic is open Tuesday, Wednesday, Friday : 9 : 00-5 : 30pm, Thursday 9 : 00-6 : 30 pm, Saturday 10 : 00-3 : 00pm.

Who we are :

Southwood Eyecare is an established Optometry practice located in Southwest Calgary. We are a full-service optometry clinic offering routine eye exams, glasses, contacts as well as specialty eye care.

We run a booming dry eye clinic within our practice and offer patients Radio Frequency (RF) and Intense Pulse Light (IPL) Therapies.

With these advanced treatments we get to blend two incredible worlds of Optometry and Aesthetics. We believe in the continuous development of our team and practice, and to provide our patients with quality eyecare from the inside out!

How You’ll Benefit

• Competitive salary and benefits
• Bonus system
• Educational workshops and ongoing training opportunities to enhance personal skills and technical expertise
• A workplace culture where collaboration is fostered

Job Responsibilities

• Fostering collaboration and teamwork among staff
• Oversee all aspects of the clinic, including administrative tasks, scheduling patient appointments, optical sales, frame adjustments and troubleshooting, financial management, and staff supervision.
• Develop and implement office policies and procedures to ensure efficient operations.
• Training, development and coaching of staff on processes, programs, and products
• Plan and execute the day-to-day operations and activities of the optometric clinic
• Organizing employee schedules, assigning tasks, providing guidance, offering support, addressing conflicts, managing disciplinary actions when necessary, and ensuring relevant HR procedures are followed
• Handle patient inquiries, complaints, and concerns in a professional manner.
• Monitor employee performance through metrics, evaluations, and the establishment of mutually agreed-upon standards
• Monitor and manage office budget including billing, AR / AP, collections, and expenses.
• Organize routine team meetings to ensure ongoing staff development and training, daily communications, office announcements, and alignment and awareness of goals / targets.
• Ensure compliance with all relevant healthcare regulations and standards.
• Set and obtain clinic revenue goals by analyzing metrics and sales data
• Hiring, onboarding and training of new staff
• Scheduling of staff / doctors
• Banking deposits and reconciliations
• Inventory management
• Collaborate with industry suppliers, merchandisers, purchasing groups, and other partners as needed.

Qualifications / Skills :

• Minimum 3 years experience in optical sales, frame adjustments and repairs, dispensing
• Minimum 2 years experience working as an office manager.
• Experience with HR processes (recruitment, performance management, progressive discipline) an asset.
• Knowledge of supplies, equipment, and / or services ordering, and inventory control of these items.
• Strong knowledge of visual eyes electronic medical record systems
• Excellent organization and time management skills
• Excellent oral and written communication skills
• Excellent analytical and problem-solving skills
• Strong leadership and customer service skills
• Knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook) and Social Media (Facebook, Instragram, Twitter, etc)
• First Aid skills and / or certificates are considered assets.

How to Apply