Office Manager

Job Title: Office Manager (Part-Time or Full-Time)

Employment Type: Part-Time or Full-Time

Reports to: Director of Practice Operations

Position Overview

Living Well Counselling Services Ltd. Is seeking a highly organized, dependable, and

people-focused Office Manager to support our Calgary-based counselling practice.

The Office Manager will play an important role in keeping our offices organized, welcoming, and

running smoothly while providing administrative and operational support to our leadership and

clinical teams. This person will be a key point of contact for client inquiries and will ensure our

team has the resources, systems, and support they need to do their best work.

Who This Role May Be a Great Fit For:

This position may be particularly well suited to someone who:

Full-time Employment Seeker

· Has previous experience as an Office Manager, Administrative Coordinator, HR

professional, or in a similar administrative role

· Is currently working full-time and would enjoy being part of a positive workplace

culture focused on community, connection, burnout prevention, and helping

Calgarians improve their mental health

· Enjoys being the person who keeps things organized, follows up on details, and

makes sure things get done

Part-time Employment Seeker:

· Is a parent looking to re-enter the workforce after their children have started school

· Is an experienced full-time professional looking to transition to part-time or 3/4 time work and

create greater work/life balance

· Is an experienced retiree looking for meaningful part-time employment

Most importantly, we are looking for someone who takes pride in their work and wants to

contribute to a workplace where people genuinely care about one another and the work

they do. We have been serving Calgarians for 18 years and would love to offer the right candidate an amazing opportunity to join our positive work culture

Key Responsibilities:

Intake & Client Support

· Serve as the intake coordinator, responding to client inquiries promptly and

compassionately via phone and email.

· Assess client needs and match them with the most appropriate therapist based on

presenting issues, therapist specialization, availability, and client preferences.

· Support therapists with intake-related questions and administrative needs.

· Update and maintain therapists’ schedules and availability.

· Monitor intake flow and maintain an up-to-date understanding of therapist availability

and caseload capacity.

· Prepare reports and track intake activity and other relevant information.

· Identify and communicate trends, client demand, and overall intake activity to the

Director of Practice Operations, identifying areas of opportunity, concern, or need.

Office Administration & Operations

· Provide day-to-day administrative support to the Calgary office and Leadership

team.

· Monitor and maintain appropriate stock levels of office supplies and purchase

supplies as needed.

· Monitor office tidiness and performance of cleaning company and bring forward any

concerns to the Leadership Team

· Organize and maintain electronic documents, files, and administrative records.

· Create, format, organize, and maintain documents, spreadsheets, forms, and other

materials.

· Prepare and update employee/contractor documentation and contracts as required.

· Assist with Accounts Payable, month-end processes, and other financial

administration.

· Assist with identifying opportunities to streamline administrative processes and

improve office efficiency.

· Complete other administrative and operational duties as assigned

Team Member Onboarding & Support

· Coordinate and support the onboarding of new team members, including preparing

contracts, documents, orientation materials, and other resources.

· Provide administrative support and respond to team members’ questions, including

basic inquiries related to Jane Software, escalating more complex issues when

needed.

· Assist the leadership team with various team initiatives, administrative tasks, and

projects as required.Team Culture & Community Building

· Help foster a positive, connected, and welcoming workplace environment.

· Assist with birthday program and other recognition initiatives.

· Coordinate staff gatherings, celebrations, and team-building activities.

· Coordinate and schedule Peer Case Consultations & prepare CEU certificates.

· Be attentive to team dynamics and moral