Clinic Coordinator

**Join Our Dynamic Team as a Clinic Coordinator!** Are you an outgoing, detail\-oriented, and efficient professional looking to make a real impact? Ready to be part of a vibrant team where your skills and expertise are valued and celebrated? Be the Heart of Our Team. We’ll Support the Rest. Our admin team is the backbone of our practice—you keep everything moving so our therapists can focus on what they do best. We know the work you do matters, and we make sure you feel supported every step of the way. **Here’s what you’ll enjoy with us:** * Competitive compensation * A warm, supportive environment where your role truly makes a difference * Fully remote position with flexible work environment You’ll be joining a team that values collaboration, kindness, and growth—for our clients, for our therapists, and for you. **Our Vision** To make virtual therapy in Ontario feel accessible, human, and genuinely supportive—so that individuals navigating ADHD, trauma, and emotional overwhelm can build a life that feels more grounded, connected, and sustainable. **Our Core Values** Authenticity We show up as real people. We value honesty, transparency, and creating a space where both clients and team members can be fully themselves. Collaboration We work as a team—supporting one another, sharing knowledge, and contributing to a positive, respectful work environment. Sustainable Growth We believe meaningful work should also be sustainable. We prioritize balance, boundaries, and long\-term well\-being—for both our clients and our team. **What You’ll Do:** Client Support \& Coordination Provide exceptional administrative support to our virtual psychotherapy practice by managing client bookings and responding to inquiries through the clinic email. Client Communication Act as the main point of contact for clients (via email) answering questions with professionalism and warmth, assisting with scheduling, and supporting a smooth client experience from first contact to ongoing care. Billing \& Payments Process payments, follow up on outstanding invoices, securely collect and store payment information, and assist clients with receipts and insurance\-related questions. Administrative \& Systems Management Maintain accurate and up\-to\-date records within our booking and practice management software, including scheduling, client files, and services offered. Operations \& Organization Ensure all administrative processes run smoothly, including document management, secure file handling, and maintaining organized digital systems within a fully virtual environment. * maintain clinical files, and confirm claims with insurance companies. Social Media \& Content Support Assist with maintaining the clinic’s social media presence by scheduling posts, responding to messages or comments as needed, and supporting light content updates aligned with the practice’s voice and brand. **To Succeed in This Role:** * You will excel if you possess excellent communication skills and the ability to lead and promote the vision of the clinic. * You must be extremely organized, thinking 10 steps ahead, with the ability to see the big picture with an entrepreneurial mindset. * You have a passion for helping others, as you will be the primary point of contact for our clients. * You are able to use technology platforms, such as Google Workspace Apps, Instagram, Facebook, YouTube, and Jane. **Qualifications:** * 2\-3 years of experience in Client Care and Customer Service, preferably in a medical office at the front desk. * Psychology undergraduate students and graduates are welcome! **Skills \& Attributes of Our Ideal Candidate:** * Dynamic, self\-motivated individual with the ability to work independently, proactively, and well under pressure. * Strong communication skills with the ability to communicate professionally and compassionately. * Confidence in sharing ideas and constructive feedback to help us grow. * Ability to juggle multiple projects simultaneously, meeting deadlines and keeping promises. * Tech\-savvy, with experience using Google Drive Suite, Gmail, Instagram, YouTube, and Facebook. * Knowledge of Jane App is an asset. * An appetite for innovation and simplicity with a strong process orientation. * Ability to work autonomously and collaboratively with a talented team. Application Process: Please submit your CV/resume and cover letter to info@havenwoodpsych.com. For more info on our practice, check out our website: https://www.havenwoodpsych.com/ Accommodations available upon request. Job Types: Part\-time, Casual Benefits: * Work from home * Work Location: Remote