Clinic Coordinator - Kelowna, BC

Kelowna, BC - Orchard Park 

$22 -$24/ hour

Want to join us in working for a multi-award-winning retailer, Specsavers? As the fastest growing optical retail group with over 2,700 businesses around the world, we are thrilled to make our arrival in Canada. Join us during this exciting time as we open 200+ Specsavers locations across the nation. We pride ourselves on putting people first, starting with you by providing a fun and supportive working culture for our team.

The Administrator & Clinic Coordinator plays a key role in keeping our clinic and retail operations running smoothly. By centralizing administrative tasks, you free up the Eyecare Consultant (ECC) team to focus on delivering an exceptional customer experience and driving sales. You act as the key link between the retail team and the Optometrists, ensuring seamless patient flow, efficient scheduling, and consistent operational processes.

What you’ll do

You’ll support smooth day-to-day clinic operations, ensuring patients receive timely, high-quality care while maintaining well-organized administrative processes.

1. Clinic Coordination & Scheduling

a)    Manage patient appointments, including booking, adjusting, and confirming appointments to minimize no-shows.
b)    Coordinate clinic flow between front-of-house, testing rooms, and Optometrists to keep schedules on track.
c)    Maintain and organize Optometrists’ calendars to optimize efficiency.

2.    Patient & Customer Experience

a)    Act as the central link between the retail team and Optometrists to ensure seamless service.
b)    Follow up with patients by phone, email, or text to support bookings, recalls, and customer satisfaction.
c)    Track and manage patient referrals, ensuring timely follow-up and smooth transitions in care.
d)    Support sales conversion by assisting the team with follow-up actions and keeping the Conversion Sheet updated.

3.    Inventory & Supply Management

a)    Place and manage contact lens orders, including retail, trial, and stock orders.
b)    Receive, verify, and track incoming contact lens shipments for accuracy.
c)    Maintain accurate inventory levels for contact lenses, clinical consumables, and operational supplies.
d)    Perform monthly stock counts to support effective inventory control.

4.    Administrative & Reporting Support

a)    Prepare and organize patient records and paperwork for daily appointments.
b)    Process patient credits and follow up on invoice adjustments as required.
c)    Track and compile redo data (both retail and lab-related) and deliver reports to management for training and quality improvements.
d)    Maintain organized, accurate reporting and documentation to support clinic efficiency

What we’re looking for

You’re a natural organizer and a people connector who thrives in a fast-paced environment. You know how to keep things on track, adapt quickly when plans change, and support multiple priorities with ease. 

•    People-Focused: A strong communicator and team player who builds rapport easily and helps keep the day running smoothly.
•    Time & Results Driven: Calm under pressure, you excel at managing priorities and keeping schedules on track.
•    Solution-Oriented: When challenges arise, you problem-solve quickly and keep patient flow and customer experience top of mind.
•    Experienced & Adaptable: With prior experience in retail, administration, or coordination, you’re comfortable navigating multiple systems and tasks.

Here’s what will make an exceptional coordinator:

• A passion for providing superb customer service motivated by uncovering new ways to enhance the optical shopping experience
• You help us stand out by embracing our unique Specsavers Customer Experience model, which means you prioritize driving long term customer relationships over short term results
• You have an ability to work well under pressure while also achieve excellent technical standards, creating and celebrating WOW moments and delivering experiences that transcend customers’ expectations
• You have a friendly and outgoing demeanour, while working with customers to provide knowledgeable eyewear suggestions and styling advice
• You are reliable and offer flexibility to work retail hours which may include some later nights and weekends

Our position at Specsavers gives you:

• 2 free pairs of glasses annually. Enjoy discounted rates for additional Specsavers products
• Access to our internal app where you can easily connect with other Specsavers’ colleagues across the country, share stories, gain rewards, and have easy access to training modules
• Opportunities to advance your career with a professional development plan
• In addition to competitive pay, training, and the opportunity to be with us from the start of our exciting Specsavers journey in Canada – you can be at the forefront for new opportunities and career growth as we expand to reach our target of 200 stores in Canada by 2024.

What we’re looking for
Required:

•    Previous experience in clinic coordination, retail management, administration, or customer service.
•    Strong organizational and time-management skills with the ability to manage multiple priorities.
•    Excellent communication and interpersonal skills to work effectively with patients, staff, and Optometrists.
•    Proficiency with scheduling tools, patient record systems, and basic reporting.
•    Comfortable working in a fast-paced, patient-focused environment.

Nice to Have:

•    Experience in the eye care, medical, or optical industry.
•    Familiarity with inventory systems and stock management.

Are you ready to start this exciting new journey with us?
We want to hear from you!