Client Coordinator

We are seeking to hire a Client Coordinator who can provide a consistently warm first voice for grieving individuals, families, and organizations when they reach out to our team for support. This person will be responsible for connecting clients in a timely manner to the therapist and service on our team who will best meet their needs. This remote position requires access to a reliable, secure internet connection and a quiet, confidential workspace.

We are a fast-paced, growing business providing grief support, consultation, supervision, and education across Ontario and Canada. This role requires high adaptability across diverse technological platforms and strong forward-thinking communication. As our practice expands and core intake workflows stabilize, there is strong potential for this role to evolve to include higher-level Executive Assistant and practice management functions, directly supporting practice leadership with strategic projects, operational workflows, and executive priorities.

• Client Experience & Intake: Serve as a warm, professional first point of contact. Efficiently triage inquiries, process referrals, conduct intakes, and match clients to therapists (one-business-day response standard).
• Engagement & Retention: Partner with Clinical Leadership to monitor engagement, conduct proactive check-ins, identify barriers to care, and facilitate re-engagement.
• Intake Reporting & Insights: Track referral trends, inquiry volume, and service gaps. Prepare weekly/monthly reports to inform business decisions and service development.
• Executive & Practice Operations Support: Provide high-level administrative leverage to practice leadership; manage practitioner booking availability (Jane App), onboard new clinicians, maintain confidential records, and coordinate executive calendar items and special operational projects.
• Billing & Systems Optimization: Assist therapists with third-party/insurance billing (Medavie Blue Cross, GreenShield, HCAI) while proactively improving administrative workflows.
• Outreach & Growth Support: Conduct referral outreach, distribute information packages, and assist with basic social media, web updates (WordPress), and marketing.