Clinic Operations Coordinator and Bookkeeper

Clinic Operations Coordinator and Bookkeeper

This role is the central hub of FCOT's day-to-day functioning. It ensures smooth clinic operations, exceptional client service, and organizational consistency so clinicians can focus on delivering care rather than managing logistics.

Who We Are

At Full Circle Occupational Therapy (FCOT), we believe that every child grows best in an environment where they feel safe, supported, and celebrated for exactly who they are. We are a child-centered, family-focused occupational therapy clinic built on connection, creativity, and compassion. Our work blends evidence-based practice with the power of play, nature, and meaningful relationships.

We serve children with a wide range of strengths and developmental needs, offering personalized 1:1 sessions, dynamic group programs, school-day pickups, nature-based groups, and parent support. Our team is known for being warm, welcoming, and unphased by big emotions or muddy boots, we joke that "nature is our co-therapist," and our clinic is an extension of that spirit.

At FCOT, flexibility is key. No two days look exactly the same, because no two children do. We adapt in real time, adjusting environments, activities, and approaches to meet kids where they are. We value creativity, curiosity, laughter, and community partnerships. We work closely with families, funders, educators, and local organizations to ensure each child receives truly holistic support.

We are a small but mighty team that cares deeply about the families we serve, about our community, and about each other. We celebrate small wins, support one another on the hard days, and create spaces where children feel seen, heard, and loved.

If you're someone who thrives in a warm, playful, fast-moving environment where you can make a meaningful difference in the lives of children and families, you'll feel right at home here.

Core Purpose of the Role

To provide high-quality administrative, organizational, and client-facing support that keeps the clinic running smoothly, supports the therapy team, and maintains a welcoming and well-organized environment for families.

This role blends front desk client service, administrative coordination, and operational support.

Key Responsibilities

• Client Services & Communication
• Greet clients and families upon arrival and maintain a warm, welcoming clinic atmosphere.
• Answer phones, respond to voicemails, and manage general client communication.
• Send appointment reminders and follow-up communication.
• Support families with paperwork, registration, and navigating clinic processes.
• Provide rescheduling support and communicate schedule changes to the team.
• Clients feel supported, informed, and cared for, and the clinic presents as organized and professional.

Scheduling & Coordination

• Manage all clinician calendars and appointment bookings.
• Coordinate with transportation providers to ensure timely pick-ups and drop-offs.
• Liaise with volunteers and university placement coordinators for student placements.
• Support planning and logistics for groups (space booking, materials, setup).
• A predictable, reliable schedule that minimizes disruptions, maximizes clinician capacity, and keeps everyone aligned.

Billing, Invoicing & Administrative Support

• Issue invoices, receive payments, and track billing accuracy.
• Manage payroll administration, including payroll processing, deductions, employee files, timesheets, vacation tracking and compliance requirements.
• Manage funding paperwork, renewals, and registration deadlines.
• Ensure yearly certifications, registrations, and compliance paperwork are tracked and completed.
• Maintain organized client files and documentation.
• Assist clinicians with assessment report preparation (formatting, data entry, uploading into Jane, non-clinical components only).
• Clean, accurate administrative processes that prevent errors, delays, and bottlenecks.

Clinic Operations & Organization

• Maintain and organize the clinic space, ensuring supplies and materials are restocked.
• Coordinate with cleaners, repair people, or service contractors.
• Support daily operations to keep the environment tidy, functional, and ready for clients.
• Identify and help establish priorities for clinic needs (supplies, space management, workflow improvements).
• A calm, organized, safe, and functional clinic environment.

Team & Program Support

• Communicate updates across the team (schedule changes, volunteer updates, transportation issues).
• Help prepare for group programming (materials, logistics).
• Provide general operations support to ensure programs run smoothly.
• Clinicians feel supported and able to focus on client care.

What This Role Is Not.

• Not a clinician
• Not responsible for clinical decision-making
• Not responsible for transportation
• Not responsible for crisis management
• Not responsible for managing staff
• Not responsible for the emotional labour of supporting overwhelmed parents
• Not a catch-all role — responsibilities should be clearly defined and final

Position Summary

Clinic Operations Coordinator & Bookkeeper is responsible for overseeing the administrative, scheduling, and customer service functions of the FCOT clinic. This role ensures seamless day-to-day operations by managing client communications, appointment scheduling, billing and invoicing, organizing clinic spaces, supporting documentation, coordinating volunteers and transportation, and greeting families onsite. The Coordinator plays a key role in keeping the clinic organized, efficient, and client-centered, creating a supportive environment for both families and clinicians.

Job Types: Full-time, Part-time, Permanent

Pay: $20.00-$28.00 per hour

Expected hours: 20 – 37 per week

Work Location: In person