WE’RE HIRING

Administrative Assistant

Western Health Care Inc. | Calgary, Alberta

Help us make everyday life easier for the people who need us most.

Western Health Care Inc. is a growing Alberta-based healthcare and mobility equipment company dedicated to helping individuals maintain their independence, safety, comfort, and quality of life at home. We provide mobility equipment, wheelchairs, hospital beds, stairlifts, accessibility solutions, rentals, repairs, and support with healthcare funding and insurance paperwork.

We are looking for a proactive, detail-oriented, and customer-focused Administrative Assistant to join our Calgary team. This is an excellent opportunity for someone who enjoys taking ownership, keeping operations organized, solving problems, and delivering outstanding customer service in a fast-paced environment.

We want someone who does more than complete administrative tasks — we want a dependable team member who takes initiative, anticipates what needs to be done, and helps the entire team succeed.

Position Details

- Position: Administrative Assistant
- Employment Type: Full-time, permanent
- Location: Calgary, Alberta
- Work Schedule: Monday to Friday, 8:00 AM–4:30 PM
- Work Arrangement: In office
- Compensation: Competitive and commensurate with experience

Key Responsibilities

1. Office Administration & Coordination

- Manage daily administrative operations and maintain an organized, professional office environment.
- Answer incoming phone calls, respond to emails, welcome customers, and direct inquiries to the appropriate team members.
- Prepare quotations, purchase orders, invoices, correspondence, reports, and other business documents.
- Maintain accurate electronic records, customer files, and documentation.
- Coordinate appointments, follow-ups, service requests, and internal communications.
- Monitor office supplies and ensure administrative processes are completed efficiently.

2. Customer Service & Order Management

- Provide friendly, professional, and timely service to customers, caregivers, healthcare professionals, and business partners.
- Understand customer inquiries and coordinate with the appropriate team member to provide accurate information.
- Process sales and rental orders, track order status, and communicate delivery or pickup arrangements.
- Follow up on pending quotations, customer requests, and outstanding orders.
- Handle customer concerns professionally and ensure issues are directed toward timely resolution.

3. Billing, Documentation & Funding Support

- Assist with invoicing, payment processing,



accounts receivable follow-ups, and basic bookkeeping administration.
- Prepare and maintain documentation related to AADL, AHS, WCB, Veterans Affairs, and applicable insurance or funding programs.
- Review paperwork for completeness and accuracy before submission.
- Track pending claims, approvals, payments, and outstanding documentation.
- Maintain confidentiality and handle sensitive customer and financial information responsibly.

4. Inventory, Purchasing & Vendor Coordination

- Assist with inventory records, stock monitoring, purchase orders, and supplier communications.
- Coordinate with the warehouse and operations team to confirm product availability.
- Help track incoming shipments, backorders, deliveries, rentals, returns, and equipment pickups.
- Identify inventory discrepancies and escalate shortages or delays promptly.
- Maintain accurate records to support efficient day-to-day operations.

5. Scheduling & Team Support

- Coordinate service appointments, customer assessments, equipment deliveries, installations, and repairs.
- Communicate schedules and updates between customers, technicians, sales staff, and management.
- Maintain follow-up lists to ensure commitments and deadlines are met.
- Prepare operational reports and assist management with administrative projects.
- Identify opportunities to improve workflows, documentation, and customer service.
- Provide general administrative support wherever required to keep the branch running smoothly.

What We’re Looking For

The ideal candidate is organized, dependable, resourceful, and comfortable managing several priorities without losing attention to detail.

Required qualifications and skills

- Previous experience in administration, office coordination, customer service, or a similar role.
- Strong written and verbal English communication skills.
- Excellent organizational skills, time management, and attention to detail.
- Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
- Confidence using computers, email, spreadsheets, and business software.
- Ability to manage multiple tasks, meet deadlines, and prioritize work independently.
- A professional telephone manner and a customer-first attitude.




- Sound judgment when handling confidential information.
- A positive attitude, willingness to learn, and a strong sense of responsibility.

Assets that will make you stand out

- Experience in healthcare, medical equipment, mobility products, retail operations, or a related industry.
- Familiarity with AADL, AHS, WCB, insurance billing, or healthcare funding documentation.
- Experience with invoicing, purchase orders, inventory management, rentals, or accounts receivable.
- Knowledge of accounting software, CRM platforms, or inventory management systems.
- Experience coordinating deliveries, service appointments, or technicians.
- Demonstrated ability to improve administrative processes and take ownership of tasks.

Why Join Western Health Care?

- Meaningful work: Help individuals and families access equipment and services that support independence and safer living at home.
- A growing Alberta business: Become part of a company serving customers across Calgary and surrounding communities.
- A supportive team: Work closely with colleagues across customer service, sales, administration, and operations.
- Opportunity to grow: Develop your administrative, operational, and customer service skills as the business expands.
- Predictable weekday schedule: Enjoy a Monday-to-Friday workweek, with weekends off.

Our Ideal Candidate

You are someone who notices when something needs attention and takes action rather than waiting to be asked. You follow through on commitments, keep records accurate, communicate clearly, and treat every customer with patience and respect.

You understand that strong administration is essential to a successful business — from ensuring an invoice is accurate to making sure a customer receives an update about an important equipment delivery.

If you are dependable, proactive, and ready to make a meaningful contribution, we would love to hear from you.

How to Apply

Please email your resume to [email protected] with the subject line:

Application – Administrative Assistant – Calgary

In your application, briefly describe your relevant administrative experience, computer skills, and why you would be a strong fit for Western Health Care.

Only shortlisted candidates will be contacted for an interview.

Western Health Care

3651 19 Street NE, Calgary, AB

Phone: (phone hidden)

Website: https://whcare.ca/

Empowering Health, Transforming Lives.

Pay: $16.00-$20.00 per hour

Benefits:

- Extended health care
- On-site parking
- Paid time off

Work Location: In person

📌 Administrative Assistant (Calgary)
🏢 Western Health Care
📍 Calgary