Receptionist & Clinic Administrative Assistant

Wildewood Health + Training | Nanaimo, BC

Job Overview

Wildewood Health + Training is seeking a professional, organized, and personable Receptionist & Clinic Administrative Assistant to join our growing multidisciplinary healthcare and training team.

This role is ideal for someone who enjoys working with people, thrives in a busy environment, and takes pride in keeping things organized behind the scenes. You will play an important role in creating a welcoming experience for our clients, supporting our practitioners, and helping ensure the smooth day-to-day operation of our clinic.

The position combines front desk reception, client service, scheduling, administrative support, and clinic operations. Depending on the candidate’s experience, strengths, and availability, there may also be opportunities to take on additional administrative responsibilities, including billing, insurance administration, data management, and operational support.

We are open to exploring different scheduling arrangements, including part time morning shifts of approximately 20–25 hours per week or a more extensive schedule of up to approximately 35 hours per week. The final hours and responsibilities will be determined based on the successful candidate and the evolving needs of the clinic.

As Wildewood continues to grow, there may be opportunities for the successful candidate to take on additional areas of responsibility, develop specialized areas of ownership, and grow within the organization. We are looking for someone who is interested in more than simply filling a reception position and would enjoy contributing to the continued growth and improvement of the clinic.

Prior experience in healthcare administration, medical or dental offices, reception, or customer service is an asset. We are looking for someone who is reliable, proactive, detail-oriented, and excited to contribute to a growing team.

Key ResponsibilitiesFront Desk & Client Experience

- Greet clients and visitors warmly and provide exceptional front desk service.
- Answer incoming phone calls, respond to inquiries, and direct questions to the appropriate team member.
- Manage client check-ins, check-outs, appointment confirmations, and general front desk operations.
- Schedule, reschedule, and cancel appointments using Jane App, GHL, and other clinic systems.
- Assist clients with questions regarding appointments, services, memberships, and general clinic information.
- Maintain a welcoming, professional,



and organized reception area.
- Support a positive client experience that reflects Wildewood’s values of Service, Community, and Empowerment.

Clinic Administration & Scheduling
- Maintain accurate client records, appointment information, and practitioner schedules.
- Assist with intake forms, client onboarding, referrals, and follow-up communication.
- Support waitlist management, appointment reminders, and client reactivation.
- Assist practitioners with administrative requests and day-to-day clinic needs.
- Complete data entry and maintain accurate information across clinic systems.
- Assist with organizing and maintaining administrative documents, files, and records.
- Support the development, maintenance, and organization of clinic procedures and administrative resources.

Billing, Insurance & Financial Administration Depending on experience and assigned responsibilities:

- Assist with client billing, payment processing, and account inquiries.
- Support administrative processes related to ICBC, WorkSafeBC, extended health benefits, and other third-party billing.
- Assist with billing reconciliation, outstanding balances, and administrative follow-up.
- Complete basic bookkeeping and data entry using QuickBooks or similar software.
- Maintain accurate financial and administrative records.
- Support communication with clients and practitioners regarding billing and administrative questions.

Operational & Team Support
- Assist with day-to-day clinic operations and administrative coordination.
- Support practitioner onboarding, administrative setup, and maintenance of practitioner information.
- Assist with internal communications, document organization, and administrative projects.
- Support the maintenance of spreadsheets, reports, and operational tracking systems.
- Identify opportunities to improve administrative processes and clinic efficiency.
- Collaborate with leadership, practitioners, and other administrative team members to ensure smooth operations.
- Take on additional responsibilities as the clinic grows and the role develops.

Skills & Qualifications
- Previous experience in reception,



healthcare administration, office administration, or customer service is preferred.
- Experience working in a medical, dental, rehabilitation, fitness, or multidisciplinary clinic is an asset.
- Proficiency with Microsoft Office, particularly Word, Excel, and Outlook.
- Experience with or willingness to learn Jane App, GHL, QuickBooks, and other administrative software.
- Strong computer skills and the ability to learn new systems and technology quickly.
- Excellent communication skills and professional phone etiquette.
- Strong organizational skills and exceptional attention to detail.
- Ability to manage multiple tasks, prioritize responsibilities, and work efficiently in a busy workplace.
- Ability to work independently while also collaborating effectively with a team.
- Professional, friendly, and approachable demeanor.
- Strong problem-solving skills and a proactive approach to administrative responsibilities.
- Ability to handle confidential client and business information with discretion.
- Reliable, punctual, and committed to providing excellent service.

What We’re Looking For We are looking for someone who:
- Enjoys working in a fast-paced, people-focused environment.
- Takes initiative and looks for ways to make things run more smoothly.
- Is comfortable balancing client-facing responsibilities with behind-the-scenes administrative work.
- Is adaptable and open to taking on new responsibilities as Wildewood continues to grow.
- Values teamwork, professionalism, and creating a positive experience for both clients and practitioners.
- Wants to be part of a supportive, community-oriented team that believes exercise is magic and everyone deserves to feel strong, supported, and at home in their body.

Position Details Position: Receptionist & Clinic Administrative Assistant

Location: Wildewood Health + Training, Nanaimo, BC

Employment Type: Part-time or potentially expanded hours, depending on candidate and clinic needs

Hours: Approximately 20–25 hours per week for morning-focused coverage, with the potential for up to approximately 35 hours per week

Schedule: To be determined based on availability, experience, and clinic requirements

Start Date: To be determined

We are open to discussing different scheduling arrangements with the right candidate.

Job Type: Full-time

Pay: $18.25-$24.00 per hour

Benefits

- Dental care
- Extended health care
- Life insurance
- Paid time off

Work Location: In person

📌 Administrator/Receptionist (Nanaimo)
🏢 Wildewood Health
📍 Nanaimo