Administrator / Clinic Coordinator
Join Our Dynamic Team as a Clinic Coordinator!
Are you an outgoing, detail-oriented, and efficient professional looking to make a real impact? Ready to be part of a vibrant team where your skills and expertise are valued and celebrated?
Be the Heart of Our Team. We’ll Support the Rest.
Our admin team is the backbone of our practice—you keep everything moving so our therapists can focus on what they do best. We know the work you do matters, and we make sure you feel supported every step of the way.
Here’s what you’ll enjoy with us:
● Competitive compensation
● A warm, supportive environment where your role truly makes a difference
● A modern, light-filled space with free parking if you are diving, we are close to the 401
● Convenient location at 345 Kingston Rd Pickering, Ontario
You’ll be joining a team that values collaboration, kindness, and growth—for our clients, for our therapists, and for you.
Our Vision
We foster meaningful client-therapist relationships for individuals, couples and families and organizations, providing support that truly understands and respects lived experiences.
Our Core Values
We are a community dedicated to creating a safe space for people to see themselves, be themselves and heal themselves through intentional therapy.
Be a Team Player
Work Hard,
Play Hard
What You’ll Do:
● Team Support: Provide exceptional support to our Psychotherapy practice, assisting with client bookings, payments, and managing intake & consent forms.
● Client Interaction: Warm interactions with clients, answer client calls and emails, and process payments at the end of sessions with professionalism and compassion.
● Quality Assurance: Ensure all administrative tasks are completed accurately, including follow-ups on payments, securing payment information, and uploading secure documents. Manage booking software, including schedules and treatments offered and confirm claims with insurance companies
● Consult Calls & Client Conversion: Conduct 20-minute phone or video consultation calls with potential clients. You will be trained to confidently lead these calls, ask the right questions, and match clients with the best-fit therapist based on their needs. Your role is to guide the conversation, build trust quickly, answer questions, and help clients take the next step, booking a consult or starting therapy.
To Succeed in This Role:
● You will excel if you possess excellent communication skills and the ability to lead and promote the vision of the clinic.
● You must be extremely organized, thinking 10 steps ahead, with the ability to see the big picture with an entrepreneurial mindset.
● You have a passion for helping others, as you will be the primary point of contact for our clients.
● You are able to use technology platforms, such as Google Workspace Apps, Dropbox and Owl Practice
Qualifications:
● 2-3 years of experience in Client Care and Customer Service, preferably in a medical office at the front desk.
● Psychology undergraduate students and graduates are welcome!
Skills & Attributes of Our Ideal Candidate:
● Dynamic, self-motivated individual with the ability to work independently, proactively, and well under pressure.
● Strong communication skills with the ability to communicate professionally and compassionately.
● Confidence in sharing ideas and constructive feedback to help us grow.
● Ability to juggle multiple projects simultaneously, meeting deadlines and keeping promises.
● Tech-savvy, with experience using Google Drive Suite, Gmail, Dropbox, Mac, and Windows.
● Knowledge of Jane or Owl Practice is an asset.
● An appetite for innovation and simplicity with a strong process orientation.
● Ability to work autonomously and collaboratively with a talented team.
Application Process: Please submit a cover letter with your application.
For more info on our practice, check out our website: https://frominvisibletovisible.com/
Accommodations available upon request.
[email protected]
Pay: $20.00-$22.00 per hour
Benefits:
- Company events
- Flexible schedule
- On-site parking
Work Location: Hybrid remote in Pickering, ON L1V 1A1
