Administrative & Client Care Coordinator Overview

Join our warm, collaborative psychotherapy practice as an Administrative & Client Care Coordinator. This is an exciting opportunity to become an integral part of a small, values-driven team dedicated to supporting the mental health and well-being of our community.

We're looking for someone who enjoys a flexible, varied role where no two days are the same. As the first point of contact for prospective and existing clients, you'll help create a welcoming, organized, and compassionate experience while supporting the day-to-day operations and growth of the practice.

In addition to administrative responsibilities, you'll help strengthen our online presence through social media, assist with client communications and follow-up, and contribute ideas that enhance both the client experience and the continued growth of the practice.

Responsibilities

- Serve as the primary point of contact for prospective and current clients, responding to phone calls, emails, and inquiries with warmth, professionalism, and confidentiality.
- Follow up with new client inquiries, waitlist requests, and existing clients regarding appointments, scheduling, and general practice information.
- Coordinate therapist schedules, manage appointments, and support calendar administration.
- Maintain accurate client records and perform data entry using electronic health record (EHR) systems, Google Workspace, and Microsoft Office.
- Assist with invoicing, billing support, and general bookkeeping tasks using practice management and accounting software.
- Create, schedule, and manage engaging social media content across platforms, helping communicate the practice's values, services, and educational resources.
- Assist with website updates, newsletters, and other marketing or community outreach initiatives as needed.
- Organize digital files, documents,



and administrative systems to keep practice operations running smoothly.
- Proofread written materials, client resources, and marketing content for accuracy and professionalism.
- Provide general administrative support to clinicians and contribute to special projects as the practice continues to grow.

Qualifications

- Previous experience in administration, client services, office coordination, or customer service.
- Excellent written and verbal communication skills with a warm, compassionate, and professional approach.
- Robust organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and adapt in a versatile environment.
- Proficiency with Microsoft Office and Google Workspace, with the ability to quickly learn new software.
- Experience with social media management, content creation, or digital marketing is considered a strong asset.
- Familiarity with bookkeeping software such as QuickBooks is an asset.
- Experience in a healthcare, mental health, counselling, or wellness setting is preferred but not required.
- High attention to detail, strong proofreading abilities, and a commitment to maintaining confidentiality.
- A proactive, self-directed individual who enjoys problem-solving, taking initiative, and contributing beyond traditional administrative duties.

Who This Role Is Perfect For

This role is ideal for someone who is looking to grow alongside a small, values-driven psychotherapy practice. As our practice continues to expand,



so too will this position—offering opportunities to take on new responsibilities, develop new skills, and help shape how we operate.

We're looking for someone who enjoys variety, takes initiative, and is excited by the opportunity to wear many hats. Some days will focus on client communication and scheduling, while others may involve creating social media content, supporting practice operations, or contributing new ideas to improve the client experience.

This position would be an excellent fit for a student or recent graduate studying office administration, communications, marketing, psychology, psychotherapy, social work, or a related field who is looking for meaningful, hands-on experience in a supportive mental health environment. It would also suit someone interested in eventually pursuing a career in private practice administration, clinic management, or healthcare operations.

As a small and growing team, we value curiosity, reliability, creativity, and a willingness to learn. If you're looking for a role where your contributions will be noticed, your ideas will be welcomed, and your responsibilities can grow alongside the practice, we'd love to hear from you.

Why Join Us?

We believe that creating an exceptional client experience starts with fostering a supportive, collaborative workplace. You'll be joining a practice that values kindness, flexibility, continuous learning, and teamwork. This is more than an administrative position—it's an opportunity to become a trusted member of a growing practice where your work will have a meaningful impact on both our clients and our team.

If you're organized, compassionate, creative, and excited about growing with us, we'd love to hear from you.

Pay: $25.00-$30.00 per hour

Work Location: Hybrid remote in Toronto, ON M6S 1R5

📌 Administrative Assistant (Canada)
🏢 Head to Heart Psychotherapy
📍 Canada