Administrative Coordinator

Administrative Coordinator – Sorrento Red Road Recovery

$25–$28 an hour

Red Road Recovery is looking for their next Administrative Superstar!

Administrative Coordinator- Sorrento!

Provides comprehensive administrative and operational coordination to support the effective day-to-day functioning of a fast-paced recovery centre. Acts as a central point of organization and communication, ensuring client processes, staff workflows, and administrative systems are maintained accurately, efficiently, and in alignment with organizational and regulatory requirements.

Key Responsibilities

Administrative & Operational Coordination

• Provide administrative support to the management team and staff, including scheduling appointments, answering phones, responding to emails, and coordinating daily workflow priorities
• Prepare, organize, and distribute correspondence, reports, and operational documents, ensuring timely access to accurate information for staff and management
• Maintain and reconcile multiple tracking systems (digital and physical), including client scheduling, intake tracking, and internal communication boards
• Proactively identify administrative gaps or inefficiencies and implement practical solutions to improve workflow, organization, and overall operational effectiveness

Client Intake, Records & File Management

• Prepare and coordinate all administrative components of client intake and discharge processes, ensuring documentation is complete, accurate, and ready for clinical use
• Maintain accurate and up-to-date records, including patient files and financial documentation, in accordance with organizational standards
• Oversee and manage all client records (active and archived), ensuring compliance across both physical and digital systems
• Monitor documentation requirements and timelines, following up with staff to ensure completion in accordance with program and regulatory expectations
• Coordinate documentation and communication with external agencies (e.g., hospitals, detox centres, and government bodies) as required

Financial Administration

• Manage petty cash accounts for both client and operational use, ensuring accurate tracking, reconciliation, and accountability
• Process invoices and expenses, including coding, payment coordination, and follow-up using QuickBooks Online
• Liaise directly with the finance department to resolve discrepancies and ensure timely processing of financial documentation

HR & Onboarding Support

• Support onboarding processes for new staff, including collection, and submission of employment documentation
• Coordinate access to required training platforms and support new hires in accessing platforms
• Act as a liaison between on-site staff and head office HR to ensure accurate and timely communication and documentation flow

Communication & Team Support

• Serve as a key communication link between management, clinical staff, support staff, and external partners
• Support internal communication systems, including setup and coordination of team platforms such as Microsoft Teams
• Provide guidance to staff on administrative processes, tools, and systems to promote consistency and efficiency across teams
• Provide reception and customer service, including greeting visitors and providing information about the Centre and its services, while maintaining strict confidentiality standards

Compliance & Quality Assurance

• Ensure adherence to all relevant laws, regulations, and organizational policies, including PIPA, and confidentiality standards
• Maintain and update policy and procedure documentation, including tracking staff acknowledgment and compliance
• Support audits and accreditation processes (e.g., CARF), ensuring documentation meets required standards
• Manage safety and compliance documentation, including MSDS updates and records

Systems & Process Management

• Maintain and support internal databases and systems (e.g., FYI)
• Develop and maintain tracking tools and administrative systems to support program efficiency, accountability, and continuity of care
• Act as a resource for staff navigating internal systems and administrative requirements including IT components

General Duties

• Coordinate and schedule internal and external providers’ appointments and meetings
• Order office supplies and maintain equipment and facility-related administrative needs
• Provide support for special projects and events as required
• Perform additional duties as assigned by the management team in support of program operations

Work Environment & Scope

• Operates within a fast-paced, high-change environment requiring adaptability, strong organizational skills, and the ability to manage competing priorities under pressure
• Supports both front-line and administrative functions by maintaining clear systems, accurate documentation, and effective communication channels
• Contributes to overall program stability by ensuring administrative processes run smoothly, enabling staff across all departments to perform their roles effectively.

Hours: 8am-430pm, Monday – Friday

The Successful Candidate must be able to pass a Pre-Employment Drug and Alcohol test and a Vulnerable Sector Criminal Record Check.

Pay: $25.00-$28.00 per hour

Expected hours: 40.0 per week

Benefits:

• Company events
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Vision care

Work Location: In person

To apply: send resume to hr@redroadrecovery.com