Office Administrator / Front Desk & Scheduling Coordinator

Company: Kick Start Therapy
Location: Brampton / Mississauga, ON
Job Type: Full-Time
Work Schedule: Monday to Saturday (40 hours per week)

Join Our Growing Team at Kick Start Therapy!

Are you highly organized, tech-savvy, and great at managing busy schedules? Do you enjoy solving problems, helping people, and keeping things running smoothly?

Kick Start Therapy is looking for a motivated, detail-oriented, and enthusiastic Office Administrator / Front Desk & Scheduling Coordinator to join our multidisciplinary pediatric therapy clinic.

We are looking for someone who can take ownership of appointment scheduling, communicate effectively with families and therapists, and ensure efficient day-to-day clinic operations.

Scheduling is a major part of this role, so we're looking for someone who enjoys coordinating multiple appointments, managing changing priorities, and finding solutions in a busy healthcare environment.

Key Responsibilities

Appointment Scheduling & Coordination (Primary Responsibility)

- Manage and optimize daily and weekly appointment schedules for multiple therapists.
- Schedule new clients, recurring therapy sessions, assessments, and consultations.
- Coordinate cancellations, rescheduling, appointment changes, and client follow-ups.
- Proactively identify and fill scheduling gaps to maximize therapist availability and clinic efficiency.
- Maintain and manage client waitlists and follow up with families regarding available appointments.
- Coordinate schedules across multiple therapists, services, and clinic locations.
- Communicate scheduling updates promptly and professionally to families and clinical staff.
- Identify scheduling conflicts and resolve them efficiently.
- Maintain accurate appointment records and monitor scheduling utilization.

Front Desk & Client Communication

- Greet children and families in a friendly, welcoming, and professional manner.
- Answer incoming calls, respond to emails, and manage client inquiries.




- Provide information about clinic services, appointments, and administrative procedures.
- Handle client concerns with patience, professionalism, and strong problem-solving skills.
- Coordinate communication between families, therapists, and management.

Office Administration

- Maintain accurate client records and administrative documentation.
- Use Microsoft Excel, Google Sheets, and other office applications for scheduling, tracking, and reporting.
- Assist with billing, invoicing, payments, and insurance-related documentation.
- Monitor office and clinical supplies and coordinate replenishment with vendors.
- Follow up with third-party service providers and assist with daily office operations.
- Maintain confidentiality and comply with applicable privacy requirements.

Qualifications & Requirements

- Education: College diploma or undergraduate degree in Office Administration, Business Administration, Healthcare Administration, or a related field.
- Strong proficiency in Microsoft Windows, Microsoft Excel, Google Sheets, and Microsoft Office.
- Excellent verbal and written communication skills.
- Strong organizational, time-management, and multitasking abilities.
- Excellent problem-solving skills with the ability to think independently and take initiative.
- Strong attention to detail and ability to manage multiple schedules accurately.
- Comfortable working in a fast-paced environment with changing priorities.
- Professional, reliable, proactive, and customer-service oriented.
- Ability to work collaboratively with families, therapists, and management.

Preferred Qualifications





- Previous experience with appointment scheduling or managing calendars for multiple professionals is a strong asset.
- Experience in a healthcare clinic, medical office, or pediatric therapy setting.
- Familiarity with clinic management software or electronic medical records (EMR).
- Experience with Microsoft Excel, spreadsheets, administrative reporting, and billing.
- Knowledge of insurance claims and healthcare administration.

What Makes You a Great Fit?

You'll thrive in this role if you:

- Love organizing and managing schedules.
- Are proactive and don't wait to be told what needs to be done.
- Enjoy finding solutions to scheduling challenges.
- Are confident communicating with families and professionals.
- Can stay calm, organized, and focused during busy clinic hours.
- Take ownership of your responsibilities and pay attention to details.
- Enjoy being part of a collaborative healthcare team.

Why Work With Kick Start Therapy?

- Join a growing multidisciplinary pediatric therapy clinic.
- Work alongside dedicated healthcare professionals.
- Be part of a welcoming and supportive team setting.
- Gain valuable experience in healthcare administration and clinic operations.
- Take on a meaningful role where your organizational and scheduling skills make a real difference.

How to Apply

If you're an enthusiastic, organized, and dependable individual who enjoys scheduling, problem-solving, and helping families, we'd love to hear from you!

Apply through Indeed with your updated resume.

Kick Start Therapy is an equal opportunity employer. We welcome applications from qualified candidates of all backgrounds. Accommodations are available during the recruitment process upon request.

Job Types: Full-time, Part-time, Permanent

Pay: $19.00-$22.00 per hour

Benefits:

- Casual dress
- Company events
- Flexible schedule
- On-site parking

Education:

- Secondary School (preferred)

Experience:

- administrative assistant: 1 year (preferred)
- receptionist: 1 year (preferred)

Work Location: In person

📌 Office Administrator (Brampton)
🏢 Kick Start Therapy
📍 Brampton