Client Services Coordinator

5 months ago

Chilliwack, Canada Inner Balance Solutions Inc. Full time

Job Description:
We are seeking a highly organized and efficient Client Services Coordinator to join our dynamic team. In this pivotal role, you will be the frontline contact for our clients and play a key role in the smooth operation of our practice. This position is ideal for someone who is adept at multitasking, possesses excellent communication skills, and has a keen eye for detail.

### Key Responsibilities:
1. **Client Interaction and Communication**:

- Answer phone calls promptly, providing courteous and informative responses to inquiries.

2. **Appointment Scheduling and Billing**:

- Schedule client appointments, coordinating with seven clinicians to optimize their schedules and ensure efficient client service.
- Handle billing for client sessions, including invoicing and processing payments.

3. **Office Management**:

- Delegate and manage room assignments for sessions to ensure optimal use of practice space.
- Oversee general office management tasks to maintain an organized and efficient working environment.

4. **Financial Responsibilities**:

- Process payments from clients, including handling cash, credit, and online transactions.
- Manage contracts with independent practitioners, including tracking their sessions and processing their payments bi-weekly, inclusive of GST.

5. **Social Media Management**:

- Oversee the practice's social media presence, ensuring regular and engaging content is posted in line with the practice's standards and values.

6. **Client-Practitioner Matching**:

- Assess the suitability of clients to practitioners, ensuring a good fit based on client needs and practitioner expertise.

7. **Safety Monitoring**:

- Maintain vigilance for any safety concerns relating to clients and promptly alert the director if any issues arise.

8. **Relationship Management**:

- Foster and maintain professional, positive relationships with clients, funders, and independent clinicians, ensuring smooth collaboration and communication.

### Required Skills and Qualifications:

- Proven experience in an administrative or customer service role, preferably in a healthcare or therapeutic setting.
- Strong organizational and multitasking abilities.
- Excellent communication skills, both verbal and written.
- Ability to handle sensitive information with discretion and confidentiality.
- A proactive approach to problem-solving and decision-making.
- Familiarity with social media platforms and content management.

### Preferred Qualifications:

- Experience in billing and financial record-keeping.
- Background or interest in mental health, wellness, or healthcare.

This role is central to our practice and requires someone who is not only capable of handling a variety of tasks but also passionate about making a positive impact in the lives of our clients and practitioners. If you are a dedicated, empathetic professional who thrives in a fast-paced, client-focused environment, we would love to hear from you.

**Job Type**: Part-time

Expected hours: 10 - 20 per week

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday
- Morning shift

**Education**:

- Secondary School (required)

**Experience**:

- Customer service: 5 years (required)

Ability to Commute:

- Chilliwack, BC V2R 3V4 (required)

Ability to Relocate:

- Chilliwack, BC V2R 3V4: Relocate before starting work (required)

Work Location: In person

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