Administrative & Client Care Coordinator

1 week ago

Thunder Bay, Canada Elevate Therapy Full time

**Administrative & Client Care Coordinator (Full-Time)**

**Location**:Thunder Bay, ON

**Compensation**: $25/hour | 35-40 hours/week | Monday to Friday

**Job Type**: Full-time, 12-month maternity leave contract (with potential for renewal or transition to permanent)

**Job Summary**
Elevate Therapy is looking for a Client Care Coordinator to join us for a one-year maternity leave contract. As the first point of contact for our clients, your role is essential in creating a supportive and welcoming experience while helping our day-to-day operations run smoothly.

This is an in-office position supporting a team of 11 therapists. You’ll be the first friendly voice and face clients encounter, helping them feel supported from their first phone call to their final session. You’ll manage a mix of administrative and reception responsibilities, including scheduling, billing (including insurance), and maintaining a calm and organized space. This role is ideal for someone warm, detail-oriented, and able to hold space for others with compassion and professionalism.

**Key Responsibilities**
- Serve as the first point of contact for patients, addressing inquiries and providing information regarding services offered.
- Respond to client inquiries with empathy, clarity, and confidentiality
- Schedule and manage appointments using Jane App
- Handle client billing, including direct billing to insurance companies
- Maintain accurate electronic medical records (EMR) and ensure compliance with strict confidentiality and privacy regulations.
- Keep the office space tidy, organized, and welcoming—including various cleaning responsibilities (e.g., wiping surfaces, restocking supplies, light sanitizing)
- Support therapists and administrative staff with daily tasks and occasional projects
- Support administrative tasks as needed to maintain office operations.

**Who you are**:

- Experienced in a client-facing admin or reception role
- Proficiency in office procedures, particularly within a medical office environment.
- Familiarity with electronic medical records (EMR) systems and ability to navigate them efficiently (Bonus if familiar with Jane App and/or experience with billing insurance providers)
- Strong understanding of medical terminology to communicate effectively with patients and healthcare professionals.
- Comfortable with technology and open to learning new systems
- Excellent verbal and written communication skills to convey information clearly.
- Highly organized, reliable, and proactive—you take initiative and follow through
- Ability to multitask and prioritize responsibilities
- A warm, clear communicator with strong interpersonal skills
- Emotionally attuned and able to support people who may be in distress

**Why Join Elevate Therapy?**
- A calming, thoughtfully designed office space that supports the wellbeing of both staff and clients
- A supportive, values-driven team culture grounded in anti-oppressive, trauma-informed care
- Prime downtown location near shops, restaurants, parks, and public parking
- Opportunities for growth and potential to transition into a permanent role after the contract ends

**How to Apply**

**Job Types**: Full-time, Fixed term contract
Contract length: 13 months

Pay: From $25.00 per hour

Expected hours: 35 - 40 per week

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- Secondary School (preferred)

Work Location: In person

Application deadline: 2025-05-02
Expected start date: 2025-05-19

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