Multidisciplinary Operations Manager

Vital Performance Care; Calgary; Hybrid; CAD 50,000 - 61,000; Full time

Benefits offered by this job

Health benefits

Paid vacation

Job summary

Vital Performance Care in Calgary, AB seeks a Multidisciplinary Operations Manager to run the day-to-day clinic and training space. You’ll be the friendly face at front desk, coordinate scheduling, and ensure systems run smoothly so clinicians can focus on care.

The role covers administrative support, EMR management (Jane App), billing, insurance docs, inventory, and facility upkeep. You’ll lead processes, mentor staff, and uphold Vital’s client-centered culture, with a 8-4 schedule and on-site

Qualifications

• Background in healthcare, fitness, or a service-based environment.
• Strong client-facing experience; front-of-house and back-of-house duties.
• Proven administrative, office management, or operations coordination experience.
• Familiarity with Jane App and ability to learn quickly.

Responsibilities

• Serve as the friendly first point of contact in person, by phone, and via inbox.
• Manage scheduling through Jane App EMR and coordinate practitioner calendars.
• Provide primary administrative support across clinic and training operations.
• Oversee accounts receivable, billing, deposits, and overdue tracking.
• Maintain inventory, facilities, and liaise with building contacts.
• Use AI tools and Excel to streamline workflows and reporting.

Skills

Healthcare experience

Client-facing experience

Organized and detail-oriented

Strong communication

Tools

Jane App

Excel / Google Sheets

AI drafting tools

Job description

MULTIDISCIPLINARY OPERATIONS MANAGER

Vital Performance Care • Full-Time • On-Site • Calgary, AB

The operational backbone that keeps Vital running.

ABOUT THE ROLE

We’re looking for an organized, people-savvy operations professional to own the day-to-day backbone of Vital Performance Care’s clinic and training space. This isn’t a behind-the-scenes role—you’ll be the face of the front desk, the go-to for practitioners and trainers, and the person who keeps our systems tight so that our clinicians can focus on what they do best: delivering exceptional care.

If you thrive on solving problems before anyone notices they exist, have a passion for organized and detailed work, love building order out of complexity, and genuinely care about the people around you, we’d love to hear from you.

WHO WE ARE

Vital Performance Care is an interdisciplinary performance and rehabilitation clinic located inside Eau Claire Athletic Club in downtown Calgary, AB. Our core services include physiotherapy, chiropractic care, massage therapy, acupuncture, osteopathy, exercise rehabilitation, and performance training—serving driven individuals from elite athletes to executives to active parents who want tailored, evidence-informed care.

We’re team-based, client-centered, and proud of the culture we’ve built—one where both our clients and our staff feel supported, challenged, and genuinely cared for.

WHAT YOU’LL OWN

Front Desk & Client Experience

• Serve as the friendly, professional first point of contact—in person, by phone, and via inbox.
• Manage inbound and outbound communications, including the general inbox and phones.
• Manage all client/patient scheduling through Jane App EMR, ensuring efficient response times.
• Manage scheduling correspondence between practitioners, clients/patients, and the team.

Administrative & Systems

• Serve as the primary administrative support across clinic and training operations.
• Develop proficiency with Jane App EMR, including setup, scheduling, billing, memberships, and training packages.
• Manage accounts receivable, including direct and third-party billing, deposits, and tracking overdue accounts.
• Oversee insurance and legal documentation, including the submission and tracking of MVA/insurance documentation, statements of account, and patient legal assignment status.
• Liaise with external administrative or phone services as needed.

Clinic & Gym Operations

• Manage clinic supplies and inventory, including ordering, stocking, and tracking.
• Oversee clinic and training space maintenance and troubleshooting.
• Coordinate cleaning services and laundry, taking ownership of standards and follow-through.
• Manage facility maintenance and liaise with building contacts as needed.

People & Process

• Act as the central liaison for practitioners and trainers on in-person operational issues, serving as the go-to person for questions and troubleshooting while escalating to leadership where necessary.
• Help enforce and evolve clinical and training policies and procedures, becoming the primary process owner over time.
• Embody and support Vital’s company culture.
• Assist in organizing team events and meetings.
• Use AI tools and Excel to streamline workflows, build checklists, track tasks, and support reporting.

WHAT YOU BRING

Experience & Technical Skills

• Background in healthcare, fitness, or a service-based environment.
• Strong client-facing experience—this role is front-of-house as much as it is back-of-house.
• Prior administrative, office management, or operations coordination experience.
• Previous experience with Jane App is considered an asset, or the ability and drive to learn it quickly.
• Comfortable using AI tools for tasks such as drafting communications, documenting processes, and organizing workflows.
• Competent in Excel or Google Sheets for tracking, reporting, and basic analysis.
• Prior experience with MVA insurance policies and submissions is considered an asset.

Personal Qualities

• Highly organized, detail-oriented, and reliable in following through.
• Strong verbal and written communicator.
• Comfortable being the central hub between practitioners, trainers, and clients.
• Able to independently resolve day-to-day concerns while recognizing when issues require escalation to clinic leadership.
• Solution-oriented and able to troubleshoot daily issues with minimal supervision.
• Warm, approachable, and genuinely aligned with Vital’s client-centered culture.

ROLE DETAILS

Reports To: Clinic Leadership (Carla, Amy & Hayes)

Employment Type: Full-Time

Location: On-Site — Vital Performance Care, Eau Claire Athletic Club, Calgary, AB

Start Date: To be discussed

WHY VITAL

• A collaborative, interdisciplinary team that genuinely invests in each other.
• A client-first culture built on outcomes, education, and real personalization.
• Access to a world-class facility in the heart of downtown Calgary.
• Opportunities for growth, process ownership, and professional development.
• A leadership team that values autonomy, clear communication, and doing things right.

COMPENSATION

Starting at $55,000 annually with paid vacation and health benefits, with final compensation determined based on experience, qualifications, and demonstrated operational leadership. Exceptional candidates with extensive clinic management experience may be considered above the posted starting salary.

This is a full-time, on-site role with hours of 8:00 AM – 4:00 PM, Monday to Friday. Compensation is commensurate with experience and the depth of ownership brought to the role and will be discussed during the interview process.