Client Care Coordinator

Healing Roots Therapy; Mississauga; Hybrid; CAD 26,000 - 28,000; Part time

Benefits offered by this job

On-site parking

Team events and get-togethers

Friendly, supportive work environment

Job summary

Healing Roots Therapy in Mississauga is seeking a Client Care Coordinator to join our Admin Team. You will support clinicians, manage bookings and payments, and ensure smooth day-to-day operations in a client-centered clinic.

Join a team of over 25 registered psychotherapists and social workers, uphold clinic policies, and maintain accurate records to ensure high-quality client care and documentation.

Qualifications

• Diploma in Healthcare Administration or MBA is required.
• Psychology undergraduates welcome to apply.
• 1–2 years of Client Care/Customer Service experience preferred.

Responsibilities

• Assist psychotherapists and social workers with bookings, payments, intake forms.
• Open/close the clinic and maintain front-desk operations.
• Manage client communications via calls and emails; process payments at sessions.

Skills

Strong communication skills

Organization

Customer service

Tech savvy

Education

Diploma in Healthcare Administration

MBA

Psychology undergraduate degree

Tools

Microsoft Outlook

SharePoint

Mac & Windows proficiency

Asana

Jane scheduling software

Job description

We are also looking for a motivated, organized, and compassionate Client Care Coordinator to join our Admin Team at our Mississauga therapy clinic. If you enjoy supporting people, keeping day-to-day operations running smoothly, and being part of a team that makes a meaningful difference in the community, this could be a great fit for you.

Who We Are

At Healing Roots Therapy, we believe that the strength of our leadership and clinical team directly shapes the quality of care we provide. As an independently owned psychotherapy clinic, we are committed to delivering thoughtful, evidence-informed support to individuals, couples, and families within a structured, client-centered environment.

Our work is grounded in consistent, high-quality psychotherapy, where we prioritize depth, continuity, and meaningful outcomes. We place strong value on structured and ongoing therapeutic work, recognizing that consistency in both client care and clinician practice is essential in supporting lasting change.

Our team includes over 25 registered psychotherapists and social workers who work collaboratively to provide care that is both clinically sound and relationally attuned. We have built a practice that balances clinical autonomy with clear expectations, ensuring that therapists are supported while also maintaining strong standards in documentation, client care, and professional conduct.

Our leadership team plays a key role in maintaining this balance. We are intentional in creating systems, processes, and support structures that allow both clinicians and administrative staff to work effectively, while ensuring a seamless and professional experience for clients.

We are guided by values of structured care, Diversity & Inclusivity, growth, collaboration, transparency, support and communication. Being part of Healing Roots Therapy means contributing to a team that holds a high standard for accountability, leadership, and quality of care, while fostering a positive, structured, and supportive workplace.

To learn more about our values and what they mean to us at Healing Roots Therapy, we invite you to visit our Values page.

What We're Looking For

At Healing Roots Therapy, we are looking for an Admin Coordinator who brings a strong sense of ownership, organization, and care to their role, and who understands the importance of their position in shaping both the client and team experience.

You are someone who thrives in a structured, fast-paced environment, and is able to manage multiple responsibilities with attention to detail and consistency. You take pride in staying organized, following through on tasks, and ensuring that both client-facing and internal processes are completed accurately and on time.

You understand that your role is a key part of supporting consistent, high-quality client care. From managing scheduling and communication to maintaining accurate records, you recognize that structure and reliability behind the scenes directly impact the experience clients have within the clinic.

You bring a proactive and solutions-focused mindset, taking initiative when needed and thinking ahead to prevent issues before they arise. You are comfortable navigating client interactions with professionalism and empathy, while also feeling confident in upholding clinic policies and boundaries when required.

You value teamwork, communication, and accountability, and work collaboratively with both clinicians and leadership to ensure the clinic runs smoothly. You are open to feedback, committed to growth, and take responsibility for your role in contributing to a positive, structured, and supportive work environment.

Most importantly, you approach your work with care, professionalism, and a genuine commitment to supporting both clients and your team.

Key Responsibilities

• Supporting Psychotherapists and Social Workers with client bookings, payments, administrating intake & consent forms, etc.
• Opening and closing the clinic.
• Client support: welcoming clients to the office, answering client calls and emails, processing payments at the beginning of sessions
• Maintaining Quality Assurance (follow up to payments, securing payment information, uploading secure documents, following up with phone consults)
• Maintenance of office area, office supplies, and clinical files
• PIPEDA and PHIPPA Questions and procedures
• Cleaning and tidying offices and ensuring garages are removed and replaced
• Accompany meetings with Clinical Manager
• Completion of Administrative projectsonaneed asbasis to help the support of the clinic.
• Maintaining of social media platforms,monthly email marketing, blogwritingand Free resource creation (on a need basis)
• Ensure marketing emails are scheduled, edited, and aligned with clinic standards.

Disclaimers: The responsibilities outlined above represent the core functions of this role and are subject to reasonable accommodations. The qualifications listed reflect the minimum level of knowledge and skills required to perform the role effectively.

This description is intended to provide clarity on the position; however, it is not an exhaustive list of all responsibilities. As part of a collaborative and evolving team, additional duties may be assigned as needed to support the operations and client care standards at Healing Roots Therapy.

Requirements

• A Diploma in Healthcare Administration or a Master in Business Administration is required ( related fieldmay be considered).
• Psychology undergraduate students and graduates are welcome!

1-2years of experience in Client Care and Customer Service (preferably in a medical office at the front desk)

Dynamic, self-motivated individual with the ability to work independently,proactivelyand well under pressure

Strong communicationskills, ability to communicate professionally and with compassion to clients with patience when dealing with challenging clients

Confidence to share ideas and constructive criticism to help us grow

Juggling multiple projects and to-do’s simultaneously is no problem for you, you work well under pressure, meetdeadlinesand keep promises

Tech savvy (we are mostly paper‑less and everything is online)

An appetite for innovation and simplicity who is highly process oriented

Working autonomously comes easy toyoubut you also love collaborating with a talented team

Considerable experience using the Microsoft Outlook, SharePoint, Mac, Windows in a work environment

Knowledge of Asana and Jane scheduling software is an asset.

Knowledge of AI platforms such as ChatGPT and Claude is considered an asset.

• Compensation: $19-20 per hour to start.
• Part‑time (10‑20 hours per week with potential to grow to full time hours).
• Friendly, supportive work environment.
• Team events and work get‑togethers.
• On‑site parking.

Work Hours

Initial 3-4 week training period will include a combination of the following shifts:

• Mon-Fri 8:00 AM – 4:00 PM, 9:00 AM – 5:00 PM, or 1:00 PM – 9:00 PM.
• Sat-Sun 8:30 AM – 4:30 PM, or 8:00 AM – 4:30 PM
• This position operates on a rotating shift schedule to support clinic coverage . Weekday shifts vary between 5–8 hours each and can occur anytime between 8:00 AM – 4:00 PM and 1:00 PM – 9:00 PM (Monday–Friday) .

To support client care and clinic operations, availability to work a weekend shifts (Saturday-Sunday) is required and are shared across the admin team.