Clinic Operations Lead

7 months ago

Toronto, Canada Kinetic Labs Inc. Full time

Kinetic Labs is a state-of-the-art sport medicine clinic founded with the mission to bring elite care to the everyday athlete.

Our team at Kinetic Labs is dedicated to optimizing our client’s movement for a more active life with expert physiotherapy, chiropractic, massage therapy and movement analysis services. No matter the physical activity level of our clients, we employ the latest scientific knowledge tailored to their unique needs, empowering them towards sustainable wellness.

We offer a vibrant and dynamic work environment equipped with the latest technology and equipment. We have a passionate and experienced group of clinicians who are dedicated to their craft and continually learning from the latest research in the field. If you're seeking a career where you can make a real difference in people's lives, where your work is valued, and where you will be pushed to learn and grow, Kinetic Labs is the perfect place for you.

**What You’ll Do**
- Lead and mentor Front Desk Associates (FDAs) to run the clinic smoothly, uphold Kinetic Labs' hospitality standards, and provide top-notch service to customers, therapists, and clients.
- Collaborate closely with the Clinic Director to streamline clinic processes and boost teamwork among FDAs and therapists.
- Handle daily operational tasks proficiently, including opening and closing checklists, booking appointments, direct billing, managing waitlists, optimizing schedules, processing invoices and more.
- Professionally handle phone calls, providing accurate and timely information, and using problem-solving skills to effectively address client inquiries.
- Maintain a clean, welcoming clinic environment, and ensure all equipment is well-maintained and in optimal working condition.
- Keep the clinic financially healthy by clearing outstanding accounts and ensuring accuracy of all financial transactions, including deposits, cash balances, and third-party billings.
- Occasionally carry out movement analysis sessions, such as Baseline tests, for members and during promotional campaigns.
- Keep up-to-date the clinic's public-facing pages, including Google My Business, with clinic hours, holiday announcements, special promotions, review responses and more.
- Oversee all inventory-related tasks such as conducting weekly audits, managing regular order placements, and maintaining the supply budget.
- Act as a key liaison between the Clinic Director and Property Manager for any clinic repairs, updates, or renovations.
- Play a critical role in the hiring and training of new FDAs in conjunction with the Clinic Director.
- Take charge of FDA scheduling, manage leave requests, and ensure adequate staff coverage to maintain smooth operations.
- Foster professional growth of FDAs through leadership and coaching, and by conducting performance reviews and regular meetings to ensure key performance indicators are being met.

**What We're Looking For**
- **Experience**: You've spent at least 3 years in a role in the hospitality, health and wellness, medical, or a related industry, so you understand our business and our clients.
- **Problem Solver**: You have a knack for identifying issues and coming up with effective solutions.
- **Growth Mindset**: You believe in the potential to grow and improve, both for yourself and the clinic.
- **Excellent Communicator**: You can clearly express ideas to teammates and clients, both verbally and in writing.
- **Dedicated and Supportive**: You are committed to creating positive interactions and experiences for colleagues and clients, and take pride in being an invaluable member of our clinic team.
- **Detail-Oriented**: You pay attention to the small things because you know that every detail can make a difference.
- **Adaptable**: You're comfortable with change and thrive in a fast-paced environment.

While not mandatory, any relevant qualifications in the health, wellness, medical or hospitality fields will be an asset.

**What You’ll Get (Besides An Amazing Team)**

This role reports to the Clinic Director and typically involves daytime hours from 8am-4pm, with occasional coverage of evenings or weekends when necessary.

The responsibilities and duties outlined here are a representation of the expected tasks for this position. Additional duties may be assigned periodically.

We provide the following benefits and perks:

- Competitive hourly rate
- Annual Health Spending Account (HSA)
- Discounted staff treatments and complimentary birthday treatment
- Complimentary access to our gym facilities
- Referral program

**Salary**: $22.00-$26.00 per hour

**Benefits**:

- Casual dress
- Company events
- Extended health care
- On-site gym
- Store discount

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Supplemental pay types:

- Overtime pay

Ability to commute/relocate:

- Toronto, ON M5A 3Y4: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application dead

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