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Client Services Administrator

7 hours ago

Oakville, Ontario, Canada KMT Medical and Allied Health Group Full time

Overview

We are seeking a motivated, enthusiastic, and client-focused individual to join our growing clinic as a Client Services Administrator. This role is ideal for someone early in their career who is eager to gain hands-on experience in healthcare operations, client engagement, and clinic growth. This role ensures a professional, welcoming clinic environment by managing all front-desk operations, overseeing appointment flow, and supporting the promotion and sales of clinic services. The Coordinator balances administrative excellence with strong client engagement skills, contributing to the smooth functioning and growth of the clinic. This role is essential in managing patient interactions, coordinating appointments, and ensuring seamless communication between patients and healthcare providers. This position offers an opportunity to contribute to a professional environment dedicated to delivering exceptional patient care.

Responsibilities

Client Interaction & Front Desk Operations

  • Greet clients warmly and maintain a calm, professional reception environment.
  • Answer phone and email inquiries, provide accurate information on services, and triage requests.
  • Manage appointment scheduling, cancellations, and waitlists across multiple practitioners.
  • Maintain confidentiality and uphold all clinical and organizational policies.

Administrative Support

  • Process intake forms, billing, and insurance/benefits verification as needed
  • Coordinate clinician schedules and ensure rooms and resources are prepared.
  • Maintain records, clinic supplies, and operational organization

Service Promotion & Sales

  • Explain clinic services, programs, and membership/package options to clients and community members
  • Conduct outbound or follow-up calls/emails to support bookings, inquiries, and wellness programs.
  • Assist with community outreach, events, and corporate wellness partnerships.
  • Track sales opportunities and support marketing initiatives (flyers, social media coordination, promotions).

Professional Competencies

  • Strong communication and interpersonal skills.
  • Ability to multitask in a fast-paced clinical environment.
  • Comfort with goals related to bookings and service promotion
  • High level of discretion and customer service orientation.

Experience

  • Previous experience in a customer service, reception, administrative, or client-facing role (clinic, office, retail, hospitality, or call centre) is an asset
  • Experience in a healthcare, wellness, or professional services setting
  • Recent graduates or students in health sciences, psychology, social sciences, business, administration, or related fields are encouraged to apply
  • Experience with booking systems, EMRs, scheduling software, or CRM tools
  • Comfortable using email, phone systems, and basic office software (Google Workspace, Microsoft Office)
  • Experience supporting sales, outreach, or service promotion is an asset
  • Strong willingness to learn, take initiative, and grow within a clinic environment

Job Type: Part-time

Pay: $48,955.06-$61,036.14 per year

Work Location: In person