Administrative and Practice Operations Coordinator

Administrative & Practice Operations Coordinator Insight & Wellness | Toronto, Ontario About Us Insight & Wellness is a growing psychotherapy practice dedicated to providing thoughtful, compassionate, and high-quality mental health care. We are looking for a highly organized, proactive, and personable Administrative & Practice Operations Coordinator to join our team. This role combines day-to-day administrative responsibilities with opportunities to contribute to the ongoing development and success of our practice. We are seeking someone who is detail-oriented, resourceful, and interested in helping us improve both the client experience and our internal operations. Key Responsibilities Client Communication & Administrative Support Serve as a warm and professional first point of contact for prospective and existing clients. Respond to client inquiries via email and phone in a timely, compassionate, and professional manner. Support appointment scheduling, booking coordination, and general client inquiries. Communicate with therapists and practice owners to support scheduling, client care coordination, and administrative needs. Process client session payments through Jane App, issue receipts, and follow up regarding outstanding balances or declined payments. Maintain accurate client records and administrative documentation while ensuring confidentiality. Print, organize, and prepare resources and materials for therapists as needed. Provide general administrative support to practice owners and associates. Practice Operations & Performance Track and monitor key practice metrics, including new client inquiries, referral sources, inquiry-to-booking conversion, client retention, cancellations, and therapist caseloads. Assist in developing and maintaining monthly practice performance reports to help owners identify trends, opportunities, and areas for improvement. Explore patterns in client engagement and retention, including identifying opportunities to improve the intake experience and ongoing client relationships. Monitor appointment availability and therapist utilization to support effective scheduling and caseload development. Help develop and refine administrative systems, processes, and workflows to improve efficiency. Support practice initiatives related to client experience, operational improvements, and business growth. Take initiative in identifying challenges and proposing practical solutions. Maintain administrative trackers and assist with organizing invoices, receipts, and other financial documentation. Clinic & Office Management Help maintain a clean, organized, and welcoming clinic environment for clients, therapists, and visitors. Oversee daily office preparation, including refreshments, common areas, and general clinic presentation. Monitor and replenish office supplies, beverages, and other clinic necessities. Coordinate office supply shopping, inventory management, and recurring orders. Receive deliveries and assist with general office organization and upkeep. Support the coordination of staff events and other internal initiatives as needed. Marketing & Social Media Support Assist with creating and preparing social media content using Canva. Help maintain a consistent, professional, and visually cohesive online presence. Contribute creative ideas for social media content and practice initiatives. Support marketing and administrative projects that contribute to the growth and visibility of the practice. Qualifications & Skills Previous administrative or operations experience, ideally in a healthcare, mental health, or professional services environment. Familiarity with Jane App is considered a strong asset. Excellent written and verbal communication skills, with a warm, professional, and client-centred approach. Strong organizational skills, attention to detail, and ability to manage competing priorities. Comfortable working independently, exercising sound judgment, and taking initiative. Proficiency with Google Wor…

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