Office Administrator & Financial Coordinator

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.