Looking to begin a career at Swanson & Associates? Click below to find out more about our current openings.

Office Administrator (Full-time, permanent)

We are looking for a warm, friendly and organized individual to join our team to provide administrative duties to facilitate smooth daily operations of the company.

Job Types: Full time, permanent
Location: Ottawa, ON
Start date: Immediate Opening
Schedule: Monday-Friday
Work Remotely: No

Apply Now

What you’ll do:

  • Oversee all in-clinic administrative tasks
  • Greet incoming clients/visitors and direct them to their rooms
  • Open and close the clinic
  • Order and keep stock of office/clinic supplies
  • Answer/screen calls
  • Book and schedule client appointments
  • Proofread and manage outgoing documents
  • Schedule and document staff meetings
  • Maintain a professional calendar
  • Maintain an organized up-to-date filing system
  • Manage clinic inventory/stock levels
  • Email correspondence
  • Paperwork processing and distribution
  • Manage client referral intake and discharge
  • Maintain an orderly office

Additional Responsibilities:

  • Assist with accounting duties as needed
  • Data entry
  • Temporarily perform additional responsibilities related to covid-19 (paperwork, supplies)
  • Manage day to day operations
  • Perform administrative side of special events
  • Restock snack cupboard/fruit basket



  • Experience in office management or similar role
  • Proficiency in mainstream systems, including Microsoft 365 Suite and Adobe
  • High level of sensitivity for dealing with confidential information
  • Excellent interpersonal and written communication skills
  • Skilled in critical thinking and decision making
  • Excellent time management and organizational skills
  • Ability to work independently and within a multidisciplinary team


  • Experience in healthcare/ rehabilitation setting an asset
  • Experience in social media/ website management
  • Bilingual in French and English is an asset
  • Other languages are assets

What we offer:

  • Extended Healthcare Benefits Package (after 3 months)
  • Pension plan (after 3 months)
  • Paid, flexible vacation time
  • Quarterly company social events (currently virtual)

COVID-19 considerations:
To keep our employees and clients safe we have installed hand sanitizer stations, plastic barriers and the use of masks.

No two days are the same. Apply today.

Didn’t find what you were looking for?

We are often hiring for the following positions:

  • Occupational Therapist
  • Physiotherapist
  • Speech Language Pathologist
  • Social Worker
  • Case Manager
  • Rehabilitation Assistant

If we don’t have what you’re looking for now, send us your cv. You’ll be entered into our job bank and contacted if any matching opportunities come up.