About us

MentalOptimist is an Ontario psychotherapy clinic providing individual, couples, and trauma-focused therapy to a diverse client base, including a large Farsi-speaking community. Our team is small, collaborative, and genuinely invested in doing this work well. The person in this role is the first voice a new client hears, and often the reason they feel comfortable enough to book.

About the role

We are looking for an Office Coordinator to run the front end of the clinic: welcoming incoming clients, guiding them through intake, matching them thoughtfully to the right therapist, and keeping communication flowing between clients and our clinical team. This is a relationship role as much as an administrative one. You will be the connective tissue of the practice.

What you'll do

- Respond to incoming inquiries by phone, email, and web form, in Farsi and English, with warmth and professionalism
- Guide prospective clients through the intake process, gather the information the clinical team needs, and answer practical questions about services, fees, and scheduling
- Match clients to therapists based on presenting concerns, language, availability, and fit, in consultation with the clinical team
- Maintain ongoing contact with clients: appointment confirmations, rescheduling, follow-up with people who have gone quiet, and general check-ins
- Act as the day-to-day liaison between clients and therapists, relaying scheduling changes, availability, and administrative updates
- Manage the clinic calendar and coordinate therapist schedules
- Keep client records and intake documentation accurate, complete, and up to date in our practice management system
- Support billing and invoicing tasks, including insurance and third-party paperwork
- Handle general office administration: supplies, correspondence, filing, and keeping the space running smoothly
- Protect client confidentiality at every step, in line with PHIPA and clinic policy

What we're looking for

Required:

- Fluency in Farsi (Persian) and English,



both spoken and written. This is a firm requirement of the role. A substantial portion of our clients are served in Farsi, and this position is their primary point of contact with the clinic.
- Previous administrative, reception, or client service experience, ideally in a healthcare, clinical, or professional services setting
- Solid written and verbal communication, with the judgment to know when a situation needs a softer touch
- Excellent organizational skills and comfort juggling competing priorities without losing details
- Discretion and a serious understanding of confidentiality when handling sensitive personal and health information
- Proficiency with email, calendars, and office software, and the ability to pick up new systems quickly
- Reliability and follow-through: people are counting on you to close the loop

Considered an asset:

- Experience with a practice management or EMR system (Jane, Owl Practice, or similar)
- Familiarity with mental health services, insurance billing, or third-party payor processes
- Additional language skills
- Experience supporting a growing clinic or small team

What we offer

- A supportive, low-drama team that treats administrative work as essential, not secondary
- Meaningful work with a community that needs it
- Room to grow as the clinic grows

How to apply Please apply through Indeed with your resume and a short cover letter telling us about your experience working with clients and your comfort operating in both Farsi and English. Applications are reviewed on a rolling basis, and shortlisted candidates will be invited to a brief screening interview.

This posting is for an existing vacancy. MentalOptimist does not use artificial intelligence to screen, assess, or select applicants. We are an equal opportunity employer and welcome applications from all qualified candidates. Accommodations are available on request throughout the recruitment process.

Pay: $19.54-$32.40 per hour

Expected hours: 20.0 – 35.0 per week

Work Location: Hybrid remote in North York, ON (York District)

📌 Office Administrator (Farsi-speaking) (North York)
🏢 MentalOptimist Mental Health Clinic
📍 North York