Virtual Administrative & Operations Coordinator

About Tri Lotus Psychotherapy

Tri Lotus Psychotherapy is a growing group psychology practice based in Calgary, Alberta. We provide compassionate, evidence-based therapy to individuals, couples, and families.

Our work is guided by six core values: Compassion, Authenticity, Integrity, Evidence-Based Practice, Inclusivity, and Curiosity. These values shape how we care for our clients, support our team, and operate our practice.

About the Role

We're looking for an experienced, organized, and conscientious Administrative & Operations Coordinator to support the day-to-day operations of our growing practice. This is an independent contractor position.

You'll work alongside our Client Care & Intake Coordinator, who manages client inquiries and scheduling. Your focus will be on the behind-the-scenes administrative tasks that keep the practice organized, accurate, and running smoothly.

We're looking for someone who takes pride in their work, is detail-oriented and proactive, and feels confident independently managing their responsibilities. As our practice grows, we also value someone who is adaptable and interested in identifying opportunities to improve how we operate.

Key Responsibilities

Responsibilities may include, but are not limited to:

- Monitor client intake documentation, consent forms, reminders, and administrative requirements.
- Review upcoming appointments and send new-client welcome emails and arrival instructions.
- Ensure administrative policies and procedures are consistently followed and client records are accurate.
- Reconcile payments,



identify billing discrepancies, and review therapist invoices.
- Maintain Google Drive documents, administrative manuals, and internal procedures.
- Support therapist onboarding, operational reporting, and clinic-wide communications.
- Assist with marketing administration, including blog uploads and scheduling approved content.
- Identify opportunities to improve administrative workflows and implement practical solutions.
- Coordinate with our Client Care & Intake Coordinator to ensure clear communication and handoffs.

Specific responsibilities may evolve as the needs of the practice change and will be mutually agreed upon.

Qualifications & Skills

Required

- Must have, or be willing to establish, a sole proprietorship before beginning the contract.
- Previous administrative experience in a mental health or health care clinic.
- Proficiency with Jane App and Google Workspace.
- Exceptional attention to detail, organization, and follow-through.
- Ability to work independently, manage deadlines, and take initiative.
- Strong written communication skills and a professional, collaborative approach.
- Understanding of confidentiality and privacy requirements in healthcare.




- Must be willing to complete a satisfactory criminal record check before beginning services.

Strong Assets:

- Experience creating or improving administrative systems, checklists, and workflows.
- Experience supporting a group psychology practice.
- Familiarity with Alberta mental health practice operations.

Opportunity for Growth

This position begins as a part-time independent contractor chance. Hours may fluctuate depending on the needs of the practice, and a minimum number of hours is not guaranteed.

As Tri Lotus continues to grow, there may be opportunities to expand responsibilities, increase hours, and move into a larger operational role.

We're looking for someone interested in contributing to the practice today while remaining open to how the position may develop in the future.

How to Apply

Please send your cover letter and resume to [email protected] or directly through the indeed job posting.

In your cover letter, we'd love to hear:

- About your experience working in a mental health or health care practice.
- How you've used Jane App and Google Workspace in previous roles.
- An example of an administrative system or process you've improved.
- What drew you to apply for this role.

Thank you to everyone who applies! Only candidates selected for the next stage of the hiring process will be contacted. Applications will remain open until we find the right fit for our team.

Please note: A cover letter addressing the questions above is required to be considered for this opportunity.

Work Location: Remote

Benefits: Flexible schedule; Work from home

📌 Mental Health Administrative & Operations Coordinator (Canada)
🏢 Tri Lotus Psychotherapy
📍 Canada