We are seeking an organized, personable, proactive, and growth-minded Operations Coordinator to join our team.

This is an exciting opportunity for someone who enjoys administration, team coordination, and business operations and wants to grow into an Operations Manager or Clinic Director role over time.

You will work directly with our leadership team, helping support daily clinic operations while gradually taking ownership of administrative systems, team accountability, inventory management, and operational improvement initiatives. This role involves direct patient care as well as regular communication with team members to help foster a positive, efficient, and collaborative environment.

If you enjoy finding ways to improve workflows, enhance efficiency, and helping teams perform at a higher level, we'd love to meet you.

About the Role

Initially, your focus will be supporting front-end administration and clinic operations, including scheduling, billing, client support, practitioner support, part-time reception management, financial tracking, inventory management, and office management basics.

As you become familiar with our systems and team, you will gradually assume greater responsibility in operations management — helping our leadership team improve efficiency, profitability, and team performance. This includes supporting and coaching our practitioners to help them perform at their full potential.

Responsibilities

Administration & Client Experience

- Manage appointment scheduling and booking
- Support billing and payment processes
- Assist with client communication and inquiries
- Ensure smooth day-to-day clinic operations

Operations Support

- Monitor operational systems and processes




- Help ensure team members follow established procedures
- Support project coordination and implementation
- Assist leadership with operational initiatives

Team Coordination

- Help track key performance indicators
- Support practitioner and staff communication
- Follow up on tasks and commitments
- Help maintain accountability systems
- Oversee and manage part-time evening reception staff duties
- Support and help coach clinical staff to reach their potential

Financial & Inventory Administration

- Organize receipts and documentation for bookkeeping
- Coordinate inventory ordering and supply management
- Support financial administration processes

Marketing Support

- Assist with social media scheduling and content coordination
- Help prepare clinic newsletters
- Support promotional campaigns and community initiatives

Executive Support

- Assist leadership with delegated administrative and operational projects
- Coordinate meetings and follow-up action items
- Help improve workflows and internal systems

What We're Looking For

Required Skills

- Exceptional interpersonal skills with a warm, friendly, and welcoming demeanor
- Exceptional organizational skills with the ability to manage workflows with high efficiency
- Strong written and verbal communication
- High attention to detail




- Strong time management and prioritization
- Proficiency with Microsoft Office 365 (Word, Excel, Outlook, SharePoint, Teams)
- Ability to manage multiple projects simultaneously

Ideal Experience

- Administrative, clinic, healthcare, or office management experience
- Experience coordinating teams or projects
- Experience with scheduling and billing systems
- Experience with bookkeeping support or expense management
- Social media or marketing coordination experience
- Experience leveraging AI for systems optimization
- Coaching and leadership experience

Personal Attributes

- Proactive and resourceful
- Takes ownership and follows through
- Comfortable holding others accountable professionally
- Strong problem-solving abilities
- Positive and collaborative attitude
- Interested in growing into a leadership position

Growth Opportunity

This role is designed to evolve into an Operations Manager or Clinic Director position for the right candidate. As you demonstrate success, you will have opportunities to take on increasing responsibility in team leadership, operational management, process improvement, and strategic business support.

To Apply

Please email us directly with the word “sunshine” in the subject line at [email protected] with the following:

- Your resume
- A short video (no longer than 2 minutes) telling us a bit about yourself, why you want to join our team and why you believe you'd be successful in a future operations leadership role

We’re looking forward to hearing from you!

Pay: From $25.00 per hour

Advantages:

- Dental care
- Extended health care

Work Location: In person

📌 Clinic Coordinator (Orangeville)
🏢 The Wellness Lab
📍 Orangeville