We are seeking a warm, organized, and dependable Office Manager / Client Care Coordinator to join our mental health clinic. This role is ideal for someone who enjoys supporting clients, keeping operations running smoothly, and creating a calm, welcoming experience from the first point of contact.
As the first voice and face many clients encounter, you will play a key role in helping people feel supported, respected, and cared for.
About the Role
The Office Manager / Client Care Coordinator will oversee day-to-day administrative operations, support client intake and scheduling, coordinate communication between clients and clinicians, and help maintain an efficient, professional, and compassionate clinic environment. The ideal candidate will also have the opportunity to manage social media across our platforms (e.g., creating posts or generating ideas for the clinic director) should they feel they have the creative drive!
Key Responsibilities
- Greet clients and respond to phone and email inquiries in a warm, professional manner
- Manage client scheduling, appointment changes, cancellations, and waitlists
- Coordinate new client intake, including forms, consent documents, and onboarding information
- Maintain accurate client records and administrative documentation
- Support billing, payment processing, insurance documentation, or invoicing.
- Communicate with clinicians regarding schedules, client needs, and operational updates
- Help maintain confidentiality and privacy in accordance with clinic policies and applicable regulations
- Monitor office supplies, clinic organization, and day-to-day office needs
- Assist with referral coordination and follow-up communication
- Support the clinic owner/leadership team with administrative projects and process improvements
Qualifications
- Previous experience in an administrative, office management, client service, or healthcare setting is preferred but not necessary.
- Strong organizational skills and attention to detail
- Excellent written and verbal communication skills
- Warm, compassionate, and professional interpersonal style
- Ability to handle sensitive information with discretion and confidentiality
- Comfortable using scheduling, email, document management, and payment systems
- Ability to multitask and prioritize in a busy clinic environment
- Ability to work independently and take initiative on tasks around the office.
- Willing to learn and engage in tasks beyond typical administrative duties.
- Bilingual (English and french) considered an asset
- Experience in a mental health, medical, or wellness setting is an asset
The Ideal Candidate
You are someone who is calm under pressure, highly reliable, and genuinely enjoys helping people. You understand the importance of confidentiality, clear communication, and creating a supportive experience for clients who may be reaching out during a vulnerable time.
What We Offer
- A supportive and mission-driven clinic environment
- Meaningful work in the mental health field
- Collaborative team culture
- Opportunities to contribute to improved systems and client experience
How to Apply
Please submit your resume and a brief cover letter outlining your relevant experience and why you are interested in supporting a mental health clinic in this role.
Pay: $19.00 per hour
Benefits:
Work Location: In person
