Administrative Coordinator

At Headlands Research, we are dedicated to enhancing clinical trial delivery within our communities. As a leading network of advanced clinical trial sites, we leverage cutting-edge technology and exceptional support services to broaden outreach and participation. Founded in 2018, our rapidly growing company currently operates 20+ sites across the US and Canada, with plans for further expansion.

GENERAL DESCRIPTION 
 
Okanagan Clinical Trials is seeking a fulltime Administration Coordinator in Kelowna, BC. Successful applicants will have a positive attitude, a desire to work as efficiently as possible, and excellent communication skills. As Administration Coordinator, you will provide general administrative and clerical support as required, as well as assist in accounting functions such as petty cash maintenance and accounts payable. 

KEY RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:  
 

• Greet clients 

• Ensure office is presentable  

• Answer, screen, and forward incoming calls  

• Manage patient database  

• Perform client reminder calls, follow-up calls, and scheduling as required  

• Ensuring all Accounts Payable invoices are entered daily 

• Manage occasional accounts receivable invoice 

• Process stipends and generate cheque runs and distribution  

• Perform office errands 

• Update social media  

• Request and reconcile monthly statements from select vendors 

• Review documents for accuracy and completeness and working on spreadsheets 

• Provide support to the controller and management and perform other duties as assigned 

• Maintain historical records by scanning, uploading, and filing documents 

• Meeting Minutes / Agenda 

• Ordering supplies as required 
   

EDUCATION, EXPERIENCE AND SKILLS REQUIRED: 
 

• Minimum of 2 years experience in accounts payable/ receivable is preferred 

• Number and data accuracy 

• Attention to detail and superb organizational skills 

• Interpersonal and time management skills, and ability to prioritize 

• Proficient in Excel, Word, and Outlook   

• Excellent at relationship building 

• Excellent verbal and written communication skills 

• Ability to work well under limited supervision 
   

WHO WE ARE:  

Okanagan Clinical Trials is a Headlands Research site. Our clinic specializes in the execution of research studies that hope to advance treatments for many indications including Alzheimer’s disease, migraine, COPD, stress urinary incontinence, celiac disease, diabetes, and more.  

Job Status: Full Time / 40 hours per week  

Salary: $52,000 - $54,000 (Depending on experience) 

Employee benefits: Benefits are available after 3-month probationary period.   

Work Schedule: Monday to Friday 8am – 4:30pm  

We thank all applicants for their interest; however, only those selected for an interview will be contacted.