Are you a highly organized, detail-oriented professional who thrives behind the scenes, keeping operations running smoothly while delivering an exceptional client experience? Evoke Learning is looking for a client services coordinator to join our growing team in a key administrative and client-facing role.

About Evoke Learning

Evoke Learning provides specialized tutoring, coaching, mentoring, and counselling to students with learning disabilities, giftedness, ADHD, and ASD. We’re passionate about creating meaningful outcomes for students and families, and we need a skilled coordinator to help us deliver on that mission every day.

About the Role

Reporting to the head of programs, people, and student experience, the client services coordinator supports day-to-day operations across client services, finance, human resources, and administration. This is a collaborative, multi-faceted role that touches virtually every part of our organization.

This role is a great fit for someone who takes pride in keeping things organized, communicates with warmth and professionalism, and can manage multiple priorities in a fully remote environment.

What You’ll Do

• Coordinate the client intake process, including setting up consultations, managing waitlists, and ensuring all policy documents are signed and stored
• Serve as a primary point of contact for client inquiries by phone and email, responding in a timely and professional manner
• Maintain client profiles and documents within our electronic management system (Jane app)
• Send, collect, and process client payment forms for intakes, assessments, and services
• Prepare and distribute payment receipts for clients accessing private health benefits, Ontario Autism Program (OAP) funding, and the Bursary for Students with Disabilities (BSWD)
• Collect, review, and file contractor invoices and employee timesheets in preparation for payment processing
• Coordinate with Evoke’s external accountant(s) and notify directors of any discrepancies identified in QuickBooks
• Monitor student attendance and escalate concerns as needed
• Review assessment reports for accuracy and completeness, coordinate revisions, and upload finalized reports to client-facing platforms
• Prepare diagnostic quotes, funding estimates, and BSWD documentation as directed
• Post job ads on Indeed and LinkedIn and support the recruitment process
• Facilitate background checks and onboarding for new practitioners
• Prepare independent contractor and employee contracts and maintain up-to-date records
• Send monthly emails to clients and practitioners in alignment with Evoke’s communications calendar
• Maintain and verify Evoke’s professional mailing list for outreach to referral partners (e.g., pediatricians, psychologists, school counsellors)
• Support the coordination of exit surveys, Google reviews, and program completion milestones
• Provide operational support to the head of programs, people, and student experience and Evoke directors
• Maintain trackers, draft correspondence, and prepare monthly update reports

What You Bring

• Postsecondary education in business administration, communications, education, or a related field
• 2-3+ years of experience in administrative, client services, coordination, or finance/accounting roles
• Proficiency in QuickBooks or an alternative accounting management system (required)
• Familiarity with Jane app, Sync (or similar secure file storage), Gmail, and Zoom is an asset
• Experience in health care, education, or clinical settings is highly desirable
• Knowledge of funding programs such as OAP, BSWD, or private health benefits is a plus
• Strong written and verbal communication skills with a warm, professional tone
• Exceptional organizational skills, attention to d