Administrative Assistant Scheduling Coordinator

Administrative Assistant / Scheduling Coordinator

Occupational Health Services

Location
Thunder Bay, ON
Position Type
Full-Time
Compensation
$20.00 – $28.00/hour
Join a team that helps build safer workplaces.

NorthStream Safety & Rehab is seeking a highly organized Administrative Assistant / Scheduling Coordinator to support client scheduling, request intake, appointment coordination, and day-to-day administrative operations. This role is ideal for someone who thrives in a fast-paced environment, enjoys helping people, and takes pride in keeping operations moving smoothly and professionally.

Bonus: Applicants with nursing credentials or experience performing occupational health or medical testing are strongly encouraged to apply; however, this is not required for the position.

What You’ll Be Doing
·        Coordinate and schedule occupational health appointments and client service requests.

·        Manage incoming requests from phone, email, and scheduling channels, including the info inbox.

·        Act as a professional first point of contact for clients, applicants, visitors, and internal team members.

·        Prioritize, delegate, and track testing and assessment requests to ensure timely completion.

·        Support client communications and provide exceptional customer service throughout the scheduling process.

·        Maintain accurate documentation, records, tracking systems, and documentation control.

·        Assist with invoice entries, filing, document review, and administrative data management.

·        Coordinate office activities, shipments, inventory, and supplies as required.

·        Participate in staff meetings, training initiatives, and continuous improvement activities.

·        Maintain strict confidentiality and professionalism in all interactions.

·        Participate in an administrative on-call rotation as required.

Additional Opportunities if Qualified
Candidates with nursing credentials, healthcare training, or relevant medical testing experience may also have opportunities to support:

·        Occupational health testing and screening services.

·        Specimen collection and chain-of-custody documentation.

·        Medical testing workflows and client assessments.

·        Review, upload, release, and processing of testing documentation.

·        Infection prevention and control practices.

Medical testing responsibilities will be assigned based on qualifications, training, and applicable requirements.

What We’re Looking For
·        Minimum 2 years of experience in an administrative, scheduling, coordination, healthcare administration, or customer service role.

·        Exceptional organizational, prioritization, and multitasking abilities.

·        Strong verbal and written communication skills.

·        Proficiency with Microsoft 365, including Outlook, Teams, Word, and Excel.

·        High attention to detail and accuracy.

·        Ability to maintain and preserve strict confidentiality.

·        Ability to work independently while contributing to a collaborative team environment.

·        Positive attitude and commitment to outstanding customer service.

Preferred Assets
·        Diploma or degree in Business Administration, Office Administration, Health Administration, or a related field.

·        Experience scheduling appointments in healthcare, occupational health, medical, or regulated environments.

·        Experience working with electronic records, testing programs, or controlled documentation.

·        Nursing designation, healthcare background, or experience assisting with medical testing services.

·        Experience in occupational health, disability management, workplace safety, or client service coordination.

Why Join NorthStream?
·        Meaningful work that supports safer workplaces and healthier workforces.

·        Supportive and collaborative team environment.

·        Training, guidance, and opportunities for professional growth.

·        Exposure to occupational health, medical testing, and workforce safety services.

·        Competitive compensation based on experience, education, and qualifications.

How to Apply

Interested applicants are invited to email their resume to info@nssr.ca by July 31, 2026.

Subject line: Administrative Assistant Application
NorthStream Safety & Rehab is committed to providing a professional, respectful, and supportive workplace. We thank all applicants for their interest; only those selected for an interview will be contacted.