We are looking for a warm, highly organized and dependable Administrative Coordinator to join our team in a busy, private mental health practice.

Our Administrative Team plays an important role in the experience of both our clients and clinicians. We are often the first voice someone hears when reaching out for support and the first person they see when arriving at the clinic. We are looking for someone who can combine excellent organization and attention to detail with genuine kindness, professionalism and good judgment.

This position will initially take primary responsibility for recent therapy client intakes and assessment coordination, while being fully cross-trained across the clinic's administrative functions.

You will work as part of a small, collaborative Administrative Team where team members take ownership of key processes while supporting one another and providing seamless coverage across the clinic.

What You'll Do

- Coordinate new therapy and assessment intakes, helping clients navigate their first contact with the clinic and understand their next steps
- Manage day-to-day client scheduling and communication, including appointments, cancellations, phone calls and email inquiries
- Provide welcoming and professional front-desk support to clients attending the clinic
- Process routine payments, billing and client-account administration
- Maintain accurate information in our practice-management system and support clinician and room scheduling
- Coordinate administrative details between clients and clinicians to help services move smoothly from initial contact through ongoing care
- Work collaboratively as part of a fully cross-trained Administrative Team, providing coverage across administrative functions and contributing to improvements in how we work

Who We're Looking For

We are looking for someone who is:

- Warm, compassionate and comfortable interacting with people who may be having a difficult day
- Highly organized with strong attention to detail
- Dependable and able to follow tasks through to completion




- Comfortable managing multiple priorities in a busy environment
- Able to take initiative, problem-solve and recognize what needs to happen next
- A clear and professional communicator, both verbally and in writing
- Comfortable learning technology and new systems
- Able to confidently apply established procedures and policies, including when conversations are difficult
- Able to use good judgment within their role and recognize when a situation genuinely requires leadership involvement
- Comfortable working independently while also being a collaborative member of a small team
- Willing to cross-train, share knowledge and provide coverage for a teammate
- Respectful of confidentiality, professional boundaries and the sensitive nature of mental health services

Experience

Previous experience in administration, healthcare, mental health, professional services or a high-volume client-service environment is an asset.

Experience coordinating multiple moving pieces—such as scheduling, referrals, waitlists, applications or client files—is particularly valuable.

Experience with practice-management software, billing or insurance processes is helpful, but training will be provided on our clinic-specific systems and processes.

Above all, we value judgment, reliability, organization, kindness and a willingness to learn.

About the Position

- 36 hours per week
- In-person position
- Medical benefits available
- Part of a small, collaborative and fully cross-trained Administrative Team
- Training provided on clinic-specific systems and processes
- Start date: As soon as possible

Administrative responsibilities and scheduling may evolve over time based on the needs of the clinic.

To Apply

Please submit your résumé along with a brief introduction telling us a little about yourself and why this type of administrative role interests you.

We appreciate everyone who takes the time to apply. We will contact candidates selected for the next stage of the hiring process.

Pay: $22.55-$25.63 per hour

Expected hours: 36.0 per week

Benefits:

- Company events
- On-site parking
- Paid time off

Work Location: In person

📌 Administrative Assistant (Canada)
🏢 KV Psychology & Wellness Clinic
📍 Canada