WELLCALM
Toronto, ON
Part-Time Employee | Hybrid + On-Site
About WELLCALM
WELLCALM brings professional wellness services directly to workplaces, homes, hotels, residences and events.
Our workplace wellness programs support companies with services including on-site massage, wellness days, employee experiences and recurring workplace programs.
We are looking for a highly organized and personable Workplace Wellness Coordinator to help us manage and grow the workplace side of WELLCALM.
This is a hands-on role for someone who enjoys working with people, coordinating events and making sure every detail of a client experience runs smoothly.
The role
You will work closely with the founder and support team to support workplace wellness programs from initial planning through to the day of service.
The role combines:
- Client coordination
- Event and program planning
- Therapist scheduling
- On-site support
- Administrative organization
- Relationship management
- Light business development and follow-up
Some work can be completed remotely, while workplace wellness days and events will require travel to client locations across Toronto and the GTA.
What you'll do Workplace program coordination
- Help coordinate workplace massage and wellness programs
- Confirm program dates, timing, service format and logistics with clients
- Coordinate therapist schedules and availability
- Make sure therapists have the information they need before each booking
- Maintain calendars, booking details and internal records
- Help manage recurring monthly and quarterly programs
On-site support
- Attend select workplace wellness days and events
- Assist with setup and breakdown
- Welcome therapists and client contacts
- Make sure schedules run smoothly throughout the day
- Troubleshoot small operational issues as they arise
- Ensure the overall WELLCALM experience feels polished and professional
Client experience
- Communicate with HR teams, office managers, workplace experience teams and event organizers
- Respond to client questions
- Follow up before and after programs
- Help maintain strong relationships with recurring workplace clients
- Identify opportunities to expand existing programs
Therapist coordination
- Communicate booking details to Registered Massage Therapists and other wellness professionals
- Confirm attendance and schedules
- Help fill open therapist requirements
- Support the therapist experience before and during workplace bookings
Growth support
As you become familiar with the business, you may also help with:
- Following up with workplace leads
- Preparing simple proposals and program information
- Reconnecting with previous clients
- Identifying potential corporate clients
- Supporting outreach for events and workplace programs
Who we're looking for
You are:
- Exceptionally organized
- Reliable and responsive
- Comfortable communicating professionally with clients
- Friendly and confident in person
- Able to manage several moving pieces at once
- Comfortable working independently
- Detail-oriented without losing sight of the overall client experience
- Comfortable travelling to workplaces across Toronto and the GTA
Experience in any of the following would be helpful:
- Events
- Hospitality
- Workplace experience
- Corporate wellness
- Customer success
- Account coordination
- Office or community management
- Health and wellness
Healthcare experience is not required.
The ideal person
This role would be especially well suited to someone who enjoys the intersection of wellness, hospitality and events.
You might currently work in:
- Event coordination
- Hospitality
- Fitness or wellness
- Customer experience
- Office management
- Community management
- Account coordination
You don't need to know everything about massage therapy or healthcare. We are more interested in someone who is dependable, polished, organized and good with people.
Schedule
This is a part-time position.
Hours will include a combination of remote administrative work and on-site workplace programs.
Many WELLCALM workplace programs take place during weekday business hours, particularly Tuesday through Thursday.
Some flexibility in scheduling is important because event and client requirements can vary from week to week.
The role has the potential to grow as WELLCALM's workplace business expands.
Location
Toronto-based.
You should be comfortable travelling to client offices and event locations throughout Toronto and occasionally elsewhere in the GTA.
Why join WELLCALM?
You'll have the opportunity to help build a growing workplace wellness business rather than simply step into a narrowly defined administrative role.
You will work directly with the founder, interact with leading companies and help shape how WELLCALM delivers workplace wellness experiences.
As the business grows, there is an opportunity for the responsibilities and scope of the role to grow with it.
To Apply
Tell us a little about your background and why this type of role interests you.
We are particularly interested in hearing about experience you've had coordinating people, clients, events or hospitality experiences.
Email: [email protected]
Pay: $26.00-$28.00 per hour
Expected hours: 15.0 – 20.0 per week
Work Location: In person
