Administrative Financial Coordinator

**Job Title**: Administrative Financial Coordinator

**Job Type**: Full-Time, 12-Month Contract

**Compensation**: $23.00-$26.00/hour

**Location**: Kitchener, ON (In-Person)

**Start Date**: February 2026

**Who We Are**

At Exhale Therapy, we believe a strong team makes a strong clinic. Our independently owned counselling practice provides personalized, compassionate support to individuals, couples, and families. We offer evidence-informed therapy using a range of modalities, delivered by a diverse team of over 30 trained professionals, including social workers and psychotherapists.

Our bright, welcoming office and values-driven culture create an environment where both clients and staff feel supported. Administrative staff play a key role in keeping the clinic organized and ensuring smooth day-to-day operations. You’ll work closely with clinicians and colleagues to manage scheduling, communications, client care processes, and financial operations, helping the clinic function efficiently and professionally.

We are guided by inclusivity, collaboration, and mutual respect. Joining Exhale means becoming part of a team that values professionalism, teamwork, and the contributions of every staff member, while maintaining a positive, structured, and client-centered workplace.

**What You’ll Do**

As an Administrative Financial Coordinator, you are often the first point of contact for clients, setting a welcoming and professional tone for their experience at our clinic. Reporting to the Administrative Supervisor, you’ll guide clients through the intake process, coordinate scheduling, and provide both administrative and client-facing financial support.

**Key Responsibilities**:

- Welcome clients to the clinic and guide them through intake, ensuring a professional and supportive experience from the moment they arrive.
- Coordinate scheduling, including booking appointments, managing cancellations, and confirming waitlist placements.
- Process client payments, handle outstanding receivables, and manage refunds or sliding-scale requests.
- Support clients with insurance verification and third-party billing as needed.
- Perform end-of-day and end-of-month financial reconciliation, maintaining accurate records.
- Maintain accurate client and financial records in scheduling and documentation systems.
- Collect, organize, and analyze financial and operational data, preparing accurate reports.
- Support clinicians with administrative and financial needs to allow focus on high-quality care to clients.
- Assist with coordination of workshops, events, and support groups.
- Identify opportunities to improve workflows, processes, and client experiences, proactively bringing ideas forward.
- Participate actively in recurring administrative meetings and check-ins with the Administrative Supervisor.
- Uphold ethical and professional standards by maintaining client confidentiality and following clinic policies and procedures in all administrative interactions.

**What We’re Looking For**

We’re seeking someone who can balance client-centered care with financial accuracy and organization. You’re comfortable supporting clients with billing and insurance questions while keeping administrative and financial processes running smoothly behind the scenes. You’re detail-oriented, proactive, and solutions-focused, able to manage multiple tasks and shifting priorities with a positive attitude. Collaboration comes naturally to you. You enjoy working closely with clinicians and colleagues to ensure clients feel welcomed, supported, and confident in their care.

**Availability**:

- Must be available to work evenings and weekends as needed.
- This position is performed on-site at our clinic and is not a remote or hybrid role.

**Qualifications**:

- Post-secondary education in Office Administration, Business, Accounting, Finance, or a related field is an asset, but not required.
- 2+ years of experience in an administrative, financial coordination, billing, or client-facing role is preferred, but equivalent experience will be considered.
- Strong organizational and time-management skills, with the ability to balance financial responsibilities alongside client support.
- High attention to detail and accuracy, particularly when handling payments, receivables, and financial documentation.
- Clear and professional communication skills, including the ability to explain financial information to clients with empathy and transparency.
- Comfort working with financial systems, spreadsheets, and clinic software (training provided as needed).
- Ability to work both independently and collaboratively within a multidisciplinary team.
- Knowledge of insurance processes, third-party billing, or healthcare finance is considered an asset.
- Knowledge of various therapeutic modalities is an asset

**What We Offer**
- Competitive wages aligned with experience and role responsibilities.
- Exceptional working conditions in a bright, welcoming, and thoughtfully d