administrative assistant

*About Us*

Assist Health Supplies is a trusted provider of mobility and medical equipment solutions across Alberta. We specialize in wheelchairs, power-chairs, and adaptive devices that empower individuals to live independently and with dignity. Our team works closely with provincial and federal funders including AADL, AHS, WCB, and NIHB to ensure seamless service delivery and compliance.

*Overview*

We are looking for a motivated, organized, and customer-focused Administrative Assistant to join our team and provide essential administrative and operational support to our Sales and Admin teams.

In this role, you will help keep the business running smoothly by supporting client records, sales orders, product and pricing information, funding documentation, scheduling, supplier communication, and follow-up. You will work closely with the Admin team, Sales Representatives, clients, manufacturers, technicians, healthcare professionals, and other internal teams to ensure information is accurate, communication is timely, and work is completed efficiently.

This is an ideal opportunity for someone who enjoys a fast-paced, collaborative environment, has strong attention to detail, and takes pride in providing excellent service. The successful candidate will be comfortable managing multiple priorities, learning new systems and processes, and taking initiative to identify what needs to happen next.

We are committed to developing our people and creating opportunities for growth. As you build your knowledge of our business, systems, customers, and processes, there will be opportunities to take on additional responsibilities, develop new skills, and progress into expanded administrative, sales support, or other roles within the organization. We are looking for someone who is eager to learn, contribute, and grow with the business.

*Responsibilities*

• Support the sales team with order processing, documentation, client records, and administrative tasks.
• Collect and maintain accurate client, funding, product, and billing information.
• Prepare sales orders and assist with quotes, pricing, product specifications, and order details.
• Coordinate with manufacturers and suppliers regarding pricing, availability, lead times, and product information.
• Schedule and coordinate technician visits, deliveries, and service appointments.
• Communicate with clients, sales representatives, technicians, healthcare professionals, suppliers, and funding providers.
• Process client payments and support billing and third-party funding requirements.
• Provide backup reception and customer service support when required.
• Identify and escalate issues appropriately and ensure follow-up is completed.
• Maintain confidentiality, accuracy, professionalism, and compliance in all client and business interactions.
• Contribute ideas and support improvements to administrative and sales processes.

*Experience*

• Prior office experience demonstrating strong organizational skills and proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with data entry, clerical tasks, and customer service in a fast-paced environment.
• Familiarity with computer skills such as typing accurately and proofreading documents to ensure error-free communication.
• Strong critical thinking, problem-solving, and decision-making skills
• Exceptional attention to detail, organization, and accuracy
• Ability to triage requests, multitask effectively, and perform well in fast-paced environments
• Strong customer service and communication skills, with a professional and compassionate approach toward clients with mobility or medical needs
• Comfortable using phones, computers, scheduling systems, and administrative software
• Team-oriented, reliable, and able to work independently when needed
• Mindset focused on compliance, process improvement, and high standards of client care
• Previous experience in front desk operations, retail, healthcare, medical supplies, medical equi