Job Summary

We are seeking a dedicated Client Administrative Coordinator for a full-time, six-month contract to support our client services and administrative operations. This role is vital in ensuring smooth communication, efficient data management, and exceptional customer support. The ideal candidate will possess strong organizational skills, proficiency with office technology, and experience in clerical and administrative functions. This position offers an excellent opportunity to contribute to a energetic team while developing valuable skills in a professional setting.

Key responsibilities include managing client communications, maintaining accurate records, supporting front desk operations, and assisting with various administrative tasks to ensure operational efficiency. The successful candidate will demonstrate excellent phone etiquette, attention to detail, and the ability to handle multiple priorities effectively.

Responsibilities

Data Management

- Maintain all Client records, Partners and Contacts within the Caithkin Database, including managing medical information.
- Prepare admission packages and medical form packages when new placements are confirmed.
- Distribute documentation to the appropriate contacts when received from Foster Parents, community resources, schools, maintaining guidelines for confidentiality and security.
- Journal and upload to the database, all client documentation and Plan of Cares.
- Work with Administrative team to improve and modify the database to meet changing organizational needs.




- Receive and distribute Serious Occurrence and Incident Reports according to current standard of policies and procedures.
- Maintain integrity of client digital files.
- Respond to requests for client documentation.

Administration and Reception

- Provide backup for reception including answering the telephone, directing enquiries, responding to requests for client documentation.
- Managing incoming and outgoing Caithkin mail.

Other tasks as assigned

- Prepare admission packages and medical form packages when new placements are confirmed.
- Distribute documentation to the appropriate contacts when received from Foster Parents, community resources, schools, maintaining guidelines for confidentiality and security.
- Journal and upload to the database, all client documentation and Plan of Cares.
- Work with Administrative team to improve and modify the database to meet changing organizational needs.
- Receive and distribute Serious Occurrence and Incident Reports according to current standard of policies and procedures.
- Maintain integrity of client digital files.
- Respond to requests for client documentation.
- Perform general clerical duties such as photocopying, proofreading documents, and preparing correspondence




- Support customer inquiries via phone or email promptly and professionally
- Contribute to maintaining a clean and organized office environment
- Assist with special projects or tasks as assigned by supervisors

Qualifications & Experience

- Previous office experience demonstrating strong organizational and administrative skills
- Diploma in Office Administration or Medical Administration
- Detail Oriented
- Flexibility and willingness to adapt to changing environments
- Ability to work in a team environment and collaborate with other employees effectively
- Highly motivated and able to follow instructions with minimal supervision
- Clear Broad Record Police Check
- Minimum of 3 years of administrative work experience
- Digital and physical file management experience
- Computer proficiency: Microsoft Word, Excel and Outlook
- Database management
- Experience working in a reception area
- Discretion and experience working with confidential information
- Familiarity with data entry, filing systems, and multi-line phone systems
- Strong customer service skills with professional phone etiquette
- Ability to perform typing accurately at a good speed while maintaining attention to detail
- Clerical experience including proofreading, document management, and general administrative support
- Demonstrated ability to handle multiple tasks efficiently in a fast-paced environment

Pay: $22.00-$25.00 per hour

Expected hours: No less than 35.0 per week

Benefits:

- On-site parking

Work Location: In person

📌 Client Administrative Coordinator – 6 month Contract (Full Time) (Wasaga Beach)
🏢 The Talent Consortium ( Agency)
📍 Wasaga Beach