Client Care Coordinator

Client Care Coordinator (Part-Time, Remote with occasional visit to London office)

Pay: $22-25 based on qualifications and experience

Schedule: Monday to Friday, 9AM–2PM EST (25 hours/week)

Job Type: Part-time, Permanent

Work from home - apart from 1-2 visits per month to oversee our new London location.

About Us

First Step Men's Therapy was created in 2021 with one mission: to provide a warm, inviting space where men can build healthier relationships with themselves and others. We've grown into a national psychotherapy practice with in-person offices in Toronto, Ottawa, Markham, Oshawa, and London (January 2026), supported by a strong Client Care Team that keeps everything running smoothly behind the scenes.

The Role

We're looking for an experienced administrative professional with strong tech skills and a customer-first mindset to join our Client Care Team. This is a role for someone whose career focus is administration — you excel at organizing, coordinating, and problem-solving, while creating a calm and welcoming experience for clients.

You'll be the front desk backbone of our practice: managing calendars, scheduling sessions, processing direct billing, and supporting clients and therapists with warmth and efficiency.

What You'll Do

• Manage therapist schedules, appointment bookings, and cancellations using Jane App
• Handle direct billing through TELUS eClaims and other insurance platforms
• Respond to client calls and emails with professionalism and compassion
• Keep spreadsheets and records up to date with accuracy and speed
• Support therapists by ensuring files, schedules, and client communications are organized
• Use tools like Google Workspace, Slack, and Jane App to keep operations smooth
• Problem-solve quickly and proactively in a fast-paced environment
• Visit our London location 1-2 times per month to ensure it is fully replenished and in accordance with our standards

What We're Looking For

• 3+ years of experience in administrative or office coordination roles (healthcare/mental health experience an asset)
• Strong background in customer service or client care
• Tech-savvy: comfortable learning new platforms and using multiple digital tools at once
• Detail-oriented and organized — thrives on efficiency and accuracy
• Reliable, self-motivated, and proactive in anticipating needs
• Warm, clear communicator who can put clients at ease, even during stressful moments

Qualifications

• High school diploma required; post-secondary education in Office Administration (or related field) is an asset
• Familiarity with Jane App, TELUS eClaims, Google Workspace, Slack strongly preferred
• Ability to multi-task, prioritize, and stay calm in busy situations

How to Apply

Please submit your resume and a short cover letter to our Clinic Director, Adam Gelinas - answering these three questions:

• Why are you interested in working in a therapy clinic?
• Tell us about a time you kept things running smoothly behind the scenes.
• Which tools from our list (Jane, Slack, TELUS eClaims, Google Workspace) have you used before?

To show attention to detail, please include the word "grounded" in your cover letter.

Please email your cover letter and resume to careers at firststepmenstherapy dot com to be considered for this role.

NOTE: Due to the high number of applications, only those considered for the role will be contacted regarding this position.

Thank you for considering joining our team

- First Step Men's Therapy is committed to creating an inclusive, equitable, and respectful workplace. We welcome and encourage applications from people of all backgrounds, identities, and lived experiences, including those who identify as BIPOC, 2SLGBTQ+, persons with disabilities, and others who may bring diverse perspectives to our team. We are dedicated to fostering a safe, supportive environment for both our staff and the clients we serve.

Job Types: Part-time, Permanent

Pay: $22.00-$25.00 per hour

Benefits:

• Work from home

Work Location: Remote