Job Summary
We are seeking a warm, grounded, and highly organized Client Care & Intake Coordinator to join our team full-time. This role is central to the client experience and involves supporting families from their very first point of contact through their ongoing care journey. The ideal candidate brings a balance of strong administrative skill, emotional intelligence, and comfort working in a client-centered environment. Candidates with experience in intake, client conversion, sales, and working within a therapy, psychology, or allied mental health setting are strongly encouraged to apply.
Why Join Attuned Families?
Attuned Families is a Child and Family Therapy practice in West Toronto that specializes in addressing the root cause of social, emotional, relational, behavioural and school-related difficulties with the goal of helping families find connection, parents find peace and children thrive. In addition to working alongside a compassionate and highly skilled team of child and family-focused therapy professionals, Attuned Families offers a range of benefits, supports, and workplace resources. We are a team that is passionate about supporting children and families through prevention, early intervention and innovation. We have an excellent workplace culture and while we do serious work, we also love to have fun!
About the Role
The Client Care Coordinator will be responsible for delivering exceptional client service across all touchpoints, including intake, scheduling, front desk operations, and ongoing client communication.
You will be the welcoming voice and presence for families accessing our services, helping ensure they feel supported, understood, and guided throughout their experience with us. This role requires a confident communicator with prior experience in intake or service navigation, who can engage warmly and authentically with prospective clients. We are particularly seeking someone who is a self-starter, confident, relational, organized, and highly resourceful — someone who enjoys helping families feel supported while also being comfortable navigating tech, setting up and maintaining systems and logistics, and who is an excellent problem solver.
What You’ll Bring
- Exceptional customer service and communication skills
- A genuine ability to connect with clients in a warm, attuned, empathetic, and grounded way
- Calm, steady presence even in busy or emotionally charged situations
- Professional, compassionate, and solution-focused
- Strong sense of accountability and follow-through; takes initiative, self-starter, takes pride in their work
- A desire to support families and communities in the mental health space
Key Responsibilities
- Serve as the primary point of contact for prospective and current clients, providing compassionate, professional, and responsive customer care
- Respond to inquiries, follow up with leads, and support client conversion through thoughtful, service-oriented communication
- Schedule appointments and coordinate associate calendars efficiently
- Provide front desk and reception support (in-person, phone, email, text)
- Collaborate closely with clinical and administrative team members to ensure seamless client care
- Maintain accurate client records and data across system, maintaining confidentiality of sensitive information
- Support reporting and basic data analysis to inform operations and service delivery
- Process billing inquiries, payments, receipts, and insurance-related administrative tasks accurately
- Support continuous improvement of client experience and internal processes through data collection and analysis
- Set up, maintain and troubleshoot tech systems such as Jane, Bigin, Squarespace, Google Workspace
- Maintain the office spaces to ensure comfort and effectiveness for our clients and team
Qualifications & Requirements
- Diploma or degree in a related field such as Social Service Work, Social Work (BSW preferred), Psychology, Early Childhood Education, Child & Youth Care, Human Services, Health Administration, Sales, Business Administration, or a related discipline.
- Minimum 2–5 years of experience in a client care, intake coordination, administrative, medical/clinical office, or customer service role, ideally within a therapy, mental health, healthcare, family service setting or wellness practice.
- Experience & confidence in consultative, relationship-based approach to client care, including discussing services, matching client needs to supports, and supporting conversion from inquiry to intake in an ethical and relationship-focused manner.
- Strong comfort and adaptability with technology, systems, and digital workflows, including Excel, client databases, CRMs, scheduling platforms, electronic health records, text communication systems, and AI-supported tools. Experience using platforms such as Jane, Bigin, Zoho, or comparable systems is imperative.
- Ability to multitask and prioritize effectively in a fast-paced environment
- Availability to work both daytime and evening hours, with flexibility to accommodate client and organizational needs.
- French language skills are considered an asset.
We get flooded with applications when we post positions. Therefore, we ask that you do NOT apply directly through this platform. We encourage you to apply by sending your resume and cover e-mail to [email protected] with the subject "I would like to join Attuned Families" and answer the following question in the body of the e-mail “What do you believe people need most when reaching out for support or services for the first time?”.
Please note that this job description is not exhaustive and may be subject to change or modification at any time. We are committed to providing accessible employment practices that comply with Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code. If you require accommodations, please contact [email protected]
Pay: $48,000.00-$60,000.00 per year
Benefits:
- Dental care
- Extended health care
- Flexible schedule
- Vision care
Language:
Work Location: In person
