About Us

Your Counselling Ltd. is an established and growing private mental health practice committed to providing compassionate, accessible, and professional counselling services to individuals, couples, and families.

Founded in 2017, Your Counselling provides services across multiple provinces, supported by a multidisciplinary team of experienced mental health professionals.

We believe that exceptional client care begins with the very first interaction. Our Client Services team plays an essential role in ensuring that individuals seeking support feel welcomed, informed, and connected to appropriate services.

Role Overview

We are seeking a professional, compassionate, and detail-oriented Client Services Coordinator to join our administrative team in Calgary.

This position is responsible for supporting clients throughout their experience with Your Counselling, from their initial inquiry and therapist matching through appointment scheduling, billing, and ongoing administrative support.

The successful candidate will demonstrate exceptional communication skills, strong organizational abilities, and the capacity to manage multiple priorities in a busy clinical workplace.

This role requires a high degree of professionalism, discretion, accuracy, and adherence to established administrative processes.

Key ResponsibilitiesClient Communication & Support

- Serve as a primary point of contact for clients through telephone, email, and in-person interactions.
- Respond to inquiries regarding counselling services, therapist availability, fees, and appointment scheduling.
- Provide a welcoming, professional, and compassionate experience for clients.
- Support prospective clients through the therapist-matching process.
- Assist clients with general administrative questions and concerns.
- Escalate clinical questions or complex client concerns to the appropriate team member.

Scheduling & Intake Coordination

- Schedule, modify, and cancel appointments in accordance with established clinic procedures.
- Coordinate therapist availability and appointment requests.
- Support client intake processes,



including the distribution and completion of required documentation.
- Maintain accurate and up-to-date client records.
- Follow established procedures regarding appointment confirmations, cancellations, and missed appointments.
- Coordinate with clinicians and administrative colleagues to support continuity of client care.

Billing & Financial Administration

- Process client payments and issue receipts.
- Assist clients with billing inquiries and insurance-related questions.
- Submit eligible direct-billing claims in accordance with established procedures.
- Support accounts receivable processes, including outstanding payment follow-up.
- Maintain accurate billing and payment records.
- Identify and escalate billing discrepancies.

Administrative Support

- Maintain accurate documentation within clinic management systems.
- Support communication between clients, therapists, and administrative staff.
- Follow established workflows, policies, and administrative procedures.
- Assist with general administrative tasks as assigned.
- Collaborate with administrative colleagues across locations to ensure timely and consistent service.

Qualifications

Required

- Minimum 2 years of experience in client services, administration, reception, or a related role.
- Excellent written and verbal communication skills.
- Strong organizational abilities and attention to detail.
- Demonstrated ability to manage competing priorities in a fast-paced environment.
- Strong computer skills and proficiency with office software.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Ability to work independently and collaboratively.
- Professional, dependable, and client-focused approach.

Preferred

- Experience working in healthcare, mental health,



or another professional services environment.
- Diploma or degree in Administration, Psychology, Social Work, or a related discipline.
- Experience with appointment scheduling or electronic health record systems.
- Familiarity with insurance direct billing and payment processing.
- Previous experience supporting clients experiencing emotional distress or other sensitive circumstances.

We are looking for someone who is:

- Compassionate: Approaches every client interaction with patience, empathy, and professionalism.
- Organized: Maintains accuracy while managing multiple administrative responsibilities.
- Reliable: Follows through on tasks and consistently meets expectations.
- Adaptable: Responds effectively to changing schedules and operational demands.
- Detail-Oriented: Recognizes the importance of accuracy in client records, scheduling, and billing.
- Collaborative: Works effectively within established team structures and administrative workflows.

Hours & Work Arrangement

- Monday to Friday, between 9:00 AM and 5:00 PM.
- On-site at our downtown Calgary clinic.

Why Work With Us?

- Join an established and growing mental health organization.
- Work alongside experienced clinicians and a dedicated administrative team.
- Contribute to improving access to mental health services.
- Collaborative and professional work environment.
- Opportunities for professional development and growth.

Application Process If you are passionate about exceptional client service and enjoy working in a professional, collaborative healthcare environment, we encourage you to apply.

Please submit your resume and a brief cover letter outlining your relevant experience.

We appreciate the interest of all applicants. Only those selected for an interview will be contacted.

Your Counselling Ltd. is committed to maintaining a respectful, inclusive, and professional workplace.

Pay: $18.00-$25.00 per hour

Expected hours: 40.0 per week

Benefits

- Paid time off

Education:
- Secondary School (required)

Experience:
- Customer service: 2 years (required)

Work Location: In person

📌 Client Services Coordinator (Calgary)
🏢 Your Counselling
📍 Calgary