Calgary, Alberta In-Person Administrative & Bookkeeping Coordinator
About Us
We are an established and growing business with a 25+ year history of creating purposeful health and wellness impact. We teach people how to eat well and still have a life!
Our team of private practice Registered Dietitians provide scientific, evidence-based services to help individuals and companies achieve improved health, mental health and wellness. Our certified practitioners deliver one-on-one health coaching, professional speaking engagements and consulting support that is grounded in compassion, collaboration, and customization. We believe in providing peace of mind by creating supportive, client-centered experiences that meet people where they are.
Our team offers local and digital nutrition consulting services for both consumers and business:
- We are leaders in both in-person and virtual nutrition counseling for individuals, families, and employees at work.
- We offer professional speaking engagements, online learning, and workplace nutrition solutions for corporate wellness programs.
- As consulting experts for the food and grocery industry, we help to elevate the marketing initiatives, strategy, and innovation of healthy brands.
- We continue to create one-of-a-kind online courses and digital nutrition resources that solve the most common nutrition and health challenges for individuals and corporations.
Food. It sounds so simple but can often be hard to figure out. Like you, we seek a balanced lifestyle that nourishes good health but also satisfies the soul. Our mission is to empower people to create a healthy and joyous relationship with food and your body. This means getting enough nerdy nutritious foods for health while also saving room for soulful foods chosen exclusively for taste and social fun like nachos and dessert.
We prioritize a company culture where customers and our internal team will feel a sense of pride, positivity and purposeful living as a result of the experiences at our company.
Job Summary
We are seeking a meticulous, warm and highly organized Administrative & Bookkeeping Coordinator to join our in-person team in Calgary. This is a full-time employee role (40 hours per week) that keeps the financial and operational side of our practice accurate, current and running smoothly.
This role combines office administration, income-side bookkeeping, client care and support to our CEO. You will process client payments, create invoices, manage accounts receivable, and produce the dated invoices our clients need for insurance reimbursement. You will also be the first warm face our clients meet when they walk through our door.
Our clients often arrive feeling anxious, and some are navigating mental health concerns or medical conditions. Your warmth at the front desk is part of their care, not separate from it. Equally, our team, our clients and our external bookkeepers rely on your accuracy. In this role, precision is a form of kindness.
As a key member of our team you will embody our company values of clarity, compassion, credibility and collaboration in every interaction. You will report directly to our CEO and Founder, and you will have your own private office with a window in our beautiful office.
Key Responsibilities
Financial Administration & Bookkeeping (income side only)
- Process client payments daily and audit our payment platform for accuracy
- Create invoices in QuickBooks for every sale and payment plan instalment, and apply payments accurately, including refunds and program changes
- Produce dated appointment receipts that clients require for insurance reimbursement, verified for accuracy
- Audit accounts receivable weekly and at month end, and flag overdue accounts early
- Prepare the monthly package for our external bookkeepers so our records are clean and complete
Client Experience & Office Administration
- Welcome and greet in-person clients with warmth and calm, and help them feel at ease before their appointment
- Manage our main inbox daily, responding to and routing inquiries with professionalism and care
- Support team logistics including technology setup and electronic medical record housekeeping
- Handle client concerns and general inquiries following our established procedures
- Keep our office, practitioner offices, handouts and supplies stocked and welcoming
CEO & Team Support
- Provide executive assistant support to our CEO including booking calls, calendar support, weekly mail pickup, and team birthdays and appreciation
- Receive, acknowledge and book speaking engagement and workplace wellness inquiries, and prepare confirmation and logistics packages
- Support our sales team with lead entry into our CRM and first response when they are at capacity
- Assist with renewals administration and our referral programs
Marketing, Systems & Efficiency Support
- Schedule social media posts across Facebook, Instagram and LinkedIn using content our marketing team has already created
- Draft our weekly newsletter based on our blog content
- Maintain our data tracking spreadsheets including our business dashboard, leads to sold tracking, paid ads tracking and weekly sales tracking
- Own, update and improve our administrative procedures so our practice is never dependent on one person's memory
- Work with our CEO and IT support to bring technology and AI solutions into our practice, beginning with automating repetitive administrative work to free up time for new growth projects
Who You Are
- Meticulous and detail-oriented: you take real satisfaction in getting things right, and a reconciled account is quietly satisfying to you
- Consistent, reliable and dependable: you do what you say you will do, without needing reminders
- Honest and high integrity: when you make a mistake you name it early and fix it, because you know hiding an error costs the team more
- Warm, calm and welcoming: you have a gift for putting anxious people at ease
- Anticipatory: you think ahead for the people you support rather than waiting to be told
- Methodical and systematic: you like sequence, order and bringing things to completion
- Comfortable with detailed, repetitive work: high volume does not cause you to lose precision
- Self-motivated and self-directed: you manage your own workload and priorities well
- Curious about technology: you enjoy learning new tools, including AI, and finding better ways of working
- Emotionally intelligent and discreet: you are trustworthy with confidential health information
- Open to feedback: you treat it as useful information rather than criticism
- A collaborative team player: you enjoy contributing to shared goals and you are also comfortable working independently
- Personally passionate about health and wellness: you walk the talk and live your values
- Professional and ethical: you understand that in a regulated health practice, our reputation is carried in every invoice, email and interaction
Qualifications
- Post-secondary education required (diploma, degree or certification in any field related to this job description)
- 2+ years in an administrative, bookkeeping, accounting support or medical office coordination role
- Demonstrated experience with invoicing, payment processing or accounts receivable. A bookkeeping certificate or diploma is an asset but is not required, as training will be provided on our specific systems and procedures
- Medical office administration training or experience is considered a strong asset
- Experience with QuickBooks or comparable accounting software is an asset
- Strong computer and spreadsheet skills, including Microsoft 365 and Excel
- Comfort learning new platforms. Our systems include QuickBooks, Helcim, Practice Better, Active Campaign, Calendly, Zoom, 1Password, Claude AI. Training is provided
- Strong understanding of health and wellness and personal value for maintaining a healthy lifestyle
- Excellent written and verbal communication skills and a high level of professionalism
- Able to work in person at our Calgary office
- A satisfactory criminal record check is required as a condition of employment
This Role Is a Great Fit For You If
- You genuinely enjoy detailed, accurate work with numbers and records
- You want to be the trusted person who holds the details so a team can do meaningful work
- You like variety in your day, moving between finance, client care, and supporting projects
- You want to work somewhere your work has visible purpose and you know everyone by name
- You are excited about learning technology and AI tools and using them to make work better
This Role Is NOT a Fit If
- You prefer work that is entirely people-facing with no detailed administrative or financial responsibility
- You find repetitive, precision-based tasks draining rather than satisfying
- You are looking for a remote or hybrid position, as this role is fully in person
- You are seeking a purely bookkeeping or accounting role without client-facing and administrative responsibilities
- You prefer a large corporate environment with narrowly defined duties
Compensation Package
- $50,000 annually, based on a full-time schedule of 40 hours per week
- This salary reflects the scope and responsibilities of the role
- We meet at 12 months to celebrate your wins and review your compensation. We are always glad to reward strong results, guided by how the business is doing
Schedule
- 40 hours per week, in person at our Calgary office
- Monday to Friday during regular business hours.
- No evenings and no weekends to respect work life balance for you and your family
Perks & Benefits
- Health spending account
- Your own private office with a window in a beautiful office (take a tour of our office on the contact us page of our website)
- Free on-site parking
- Flexibility for time off and vacation
- Team appreciation activities and celebrations
- Training and development support
- Respect for work-life balance is honoured
- Opportunity to attend team social activities
- A beautiful, bright office and a close-knit caring team
- Work that makes a real difference in people's health and lives
Growth Opportunities
This role has room to grow. One of our first projects together will be using technology and AI to automate the most repetitive parts of the administrative workload in collaboration with our IT. As that time is freed up, this role expands into greater support for our CEO, our workplace wellness and corporate speaking growth, and process improvement projects across the practice. We invest in our team and we value people who want to grow with us.
How to Apply
If you are someone who takes pride in accuracy, enjoys making people feel welcome, and wants your work to matter, we would love to meet you.
Due date for applications: Applications are reviewed as they are received. Priority will be given to applications received by July 31, 2026. This posting will remain open until the position is filled.
Start date: As soon as possible. We are able to accommodate a standard two weeks notice to your current employer.
EMAIL your application to: [email protected]
Attention: Andrea Holwegner, CEO and Founder, Health Stand Nutrition Consulting Inc.
Please use this exact subject line: Admin & Bookkeeping Coordinator - [Your First and Last Name]
Applications submitted through job board messaging systems will not be reviewed. Please email us directly.
Important: In addition to your resume please submit a cover letter that answers the following questions:
1. What prompted you to apply for this position?
2. After reviewing the job description and our company website, what professional skills and experience do you have that you feel you can offer our business?
3. After reviewing the job description and our company website, what about our practice personally appealed to you?
4. Do you enjoy wellness, food, cooking or some aspect of healthy living? If so how?
5. What are you looking for most from our team/practice both personally and professionally?
6. Tell us about your experience with invoicing, payments, accounts receivable or bookkeeping. Which software or systems have you used?
7. Tell us about a time you caught an error that others had missed. Then tell us about a mistake you made that reached a client or customer, and how you handled it.
8. What is one piece of technology or an AI tool you have taught yourself to use, and what did you use it for?
Before submitting your application it is strongly recommended that you review our company website and get a good feel for our company values, services and whether you would be a good fit. Visit www.healthstandnutrition.com.
We look forward to connecting with you!
Pay: $50,000.00 per year
Benefits:
- Company events
- On-site parking
- Paid time off
Work Location: In person
