Client Services & Administrative Coordinator (part-time)
JOB TITLE: Client Services & Administrative Coordinator (part-time)
REPORTS TO: Administrative Director
LOCATION: #601-808 Nelson Street, Vancouver
*please note this is a client facing, in-office position
HOURS: Tuesday to Friday, 2:00-8:00pm
*shifts/hours are flexible for the right person
COMPENSATION: $22.00 per hour
*to be reviewed upon successful completion
of the probationary period
We are a leading counselling practice in Vancouver, BC specializing in empowering our clients to live authentic, meaningful lives. We practice from an intersectional feminist lens, and work with people from all backgrounds and experiences. We are seeking a Client Services & Administrative Coordinator who will support clients and our team with the day-to-day operations of our busy practice.
With a team of 30+ registered clinical counsellors and registered social workers, we are looking for someone who can keep our front of house operations running smoothly. Reporting to the Administrative Director, this role will also work closely with the admin team, therapists, and the founder/clinical director on operational goals. The role is often the first point of contact for clients therefore we’re looking for someone who is supportive and solution focused.
Client support: Greeting and checking in clients at the reception desk; processing payments, answering inquiries by email or telephone and ensuring the client has a valuable experience
Office oversight: ensuring the office is tidy and organized, maintaining supplies and equipment, organizing therapist office schedules
Third-party billing: Working closely with third-party programs to submit claims as per funder requirements, tracking reimbursement and following up on outstanding payments as needed. Setting up clients with new third party insurance policies and communicating approved coverage with therapists.
Supporting groups and workshops: Coordinating with therapists and admin to provide back-end set up and administrative support for group counselling including gathering information, Eventbrite set up, managing logistics and tracking attendance
Office calendar management: organizing and scheduling team events and meetings, tracking RSVPs, and ‘herding the cats’ as needed
Event support: assisting with setup, preparing materials, coordinating logistics
Team organization: creating tracking systems, maintaining and improving existing processes and systems, managing counsellor in-office room scheduling, maintaining databases
Counsellor support: assisting therapists with virtual and in-office day-to-day operations, including client billing, cancellations, wait list management, Jane App maintenance, updating website content (blogs), and troubleshooting software issues
What we’re looking for:
Minimum of 1 year of related experience in a busy office environment, in a client-facing role.
Professionalism - you take initiative and are autonomous. You use sound judgment to make decisions when needed, and are trustworthy and reliable and take direction well.
A ‘people person’ - you are in tune with people’s needs, enjoy being part of a team, are compassionate, and prioritize clients’ needs.
A highly competent communicator - you follow through, ensure information is passed along accurately and within a timely manner, and close communication loops as needed.
A strategic thinker - you know how to prioritize work and understand the big picture.
Post-secondary credits in the psychology field (or similar) and an interest in mental health, social justice and anti-oppression work
IT skills - simply put, we’re lacking in this department, so we’re looking for someone who doesn’t shy away from IT stuff. Support may look like: maintenance of our phone system (Shaw Voice/Webex), WiFi troubleshooting, hardware maintenance (scanners and printers), and maintenance of other important tools of our daily operations.
The ability to work in-office Tuesday-Fridays, 2:00-8:00pm (flexible), and Saturdays as needed (daytime).
What we offer:
The opportunity to be part of a progressive team of like-minded individuals
15 days paid vacation annually (prorated)
Eligibility for extended health benefits upon completion of the probation period (3 months)
A brand new, beautifully designed office space, accessible by transit
Regular team events throughout the year to cultivate a community of support
Opportunities for growth, skills training and development
We welcome qualified applicants to apply via this online portal with your resume and cover letter outlining your relevant experience and interest in this role. The position will remain posted until filled. The ideal start date for this position is late August or early September.
Peak Resilience acknowledges with respect and gratitude that the land in which we work is on the unceded territory of the Coast Salish peoples - Sḵwx̱wú7mesh (Squamish), Stó:lō and Səl̓ílwətaʔ/Selilwitulh (Tsleil-Waututh) and xʷməθkʷəy̓əm (Musqueam) Nations.
Peak Resilience strives to be an inclusive workplace and we recognize and value the lived experiences of the BIPOC and LGBTQIA2S+ communities.
Please visit our careers page to see more job opportunities.