Overview

We are seeking a highly organized, reliable, and self-motivated Administrative Assistant to support daily operations at our multidisciplinary therapy clinic. This full-time role includes client onboarding, scheduling, payment processing, communication management, and maintaining smooth clinic operations. The ideal candidate is detail-oriented, proactive, and committed to long-term growth with our team.

Schedule

This is a long term position, Monday to Thursday, 8:00 AM to 4:30 PM.

Responsibilities

Client Communication & Intake

• Answer phone calls and emails promptly to onboard new clients.
• Manage inquiries from current clients with professionalism and accuracy.
• Return all missed calls on the MightyCall platform and document unanswered calls.
• Follow up with clients who do not respond to emails via phone.
• Check emails on days off to update cancellations and adjust staff schedules (“break” notation).

Scheduling & Coordination

• Maintain and coordinate appointments for all therapists.
• Ensure clients consistently schedule follow-up sessions.
• Keep waitlists updated and contact families as spots open.
• Manage SLP-Assistant Supervision Client Checklist and schedule progress meetings based on the SLP’s calendar.
• Update therapy room schedules and ensure efficient use of rooms.

Billing & Payments

• Send daily account receivables at the end of each business day.
• Track payments and follow up on outstanding balances.
• Manage funding clients and monitor funding cycles for renewals.

Clinic Operations

• Maintain a tidy, organized, and professional clinic environment.
• Keep toys, waiting area, and workspace clean and presentable.
• Maintain visual aids, door labels, and wall décor in therapy rooms.
• Manage dishwasher duties (unload at start of day; load and run only when full).
• Keep inventory of office supplies and notify management when restocking is needed.
• Ensure washroom keys are returned and stored at reception daily.

Team Support & Admin Tasks

• Assist therapists with laminating, printing, and cutting resources.
• Support policy updates and administrative process improvements.
• Maintain accurate internal records, documents, and checklists.

Business Development & Outreach

• Assist with social media updates to support clinic visibility.
• Reach out to schools to recruit Speech-Language Pathologists.
• Conduct outreach to doctor’s offices, daycares, and preschools to promote services.

Qualifications

• Previous administrative experience required.
• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• Ability to work independently and manage time effectively.
• Experience with invoicing or funding processes is an asset.
• Familiarity with speech-language, occupational, or behavioural therapy environments is an asset.

Job Type: Full-time

Pay: $22.00-$25.00 per hour

Benefits:

• Extended health care
• Paid time off

Application question(s):

• Do you know how to use JaneApp?
• Do you have experience working in Office Administrative position?
• Do you have experience working with kids?

Work Location: In person