Weekend Front Desk Administrator: Two Positions Available

About Us:

At TCMW, we are more than just a clinic, we are a vibrant, inclusive community dedicated to providing exceptional care and fostering the growth of our staff. Our mission is simple: To cultivate a sustainable, trustworthy clinic that nurtures meaningful connection and growth for both our therapists and our community.

Job Overview

We're seeking a warm, proactive, and highly organized part time Patient Administration team member to be the welcoming face of our clinic. You’ll be the go-to person for patient interactions and play a key role in the patient experience.

As the first point of contact for our patients, we’re looking for someone who’s a strong communicator, collaborative, and driven to contribute to our growing team.

Weekend Shifts: Two Positions Available

We are looking to welcome two new members to our administration team to provide front-desk and administrative support at the clinic on weekends beginning in September.

Morning Shift: 8:00 AM – 1:00 PM (Saturday & Sunday)

Evening Shift: 1:00 PM – 6:00 PM (Saturday & Sunday)

Key Responsibilities

Client Relations & Communication

• Greet clients warmly as they arrive and ensure they feel comfortable and cared for
• Manage patient correspondence via email and phone, including handling inquiries, cancellations, and scheduling questions
• Tactfully manage minor conflicts; escalate complex issues to the Clinic Operations Manager as needed

Client Engagement Support

• Monitor DMs and online engagement, flagging any questions or patient le
• Provide feedback from the front lines on what patients are asking about or responding to
• escalate complex issues to the Patient Experience and Campaign Manager as needed

Scheduling & Coordination

• Schedule patient appointments and coordinate therapists’ shifts
• Handle appointment rescheduling requests promptly and accurately

Clinic Support & Administration

• Process billing for appointments via credit card and direct billing platforms
• Update and maintain accurate patient records, including insurance details and health history forms
• Maintain the general cleanliness and organization of the clinic (common areas, treatment rooms, front desk)

Laundry & Inventory Management

• Assist with laundry duties such as folding and re-stocking treatment rooms
• Receive laundry deliveries and ensure proper organization

Team Collaboration

• Work closely with the Clinic Operations Manager and Patient Experience Manager
• Provide general administrative support to the team as needed

Requirements

• 1 to 2 years of experience in clinic administration (clinic/spa environment an asset)
• Excellent communication skills, friendly tone and professional writing
• Well organized and strong attention to detail
• Comfortable using or learning JaneApp and basic email or social media tools (Instagram, TikTok, YouTube)
• Experience working with direct billing: TELUS Health eClaims, Sun Life Financial, Greenshield
• Experience working with Google Drive
• Interest or experience in wellness, massage therapy, or community-based care is a bonus

Perks and Benefits

• Consistent hours
• Opportunity to pick up additional hours based on clinic needs
• Special perks and benefits (ex: discounts and occasional free treatments) post probation

How to Apply: If you're someone who thrives in a supportive, health-focused environment and enjoys being the friendly face that keeps a clinic running smoothly, we’d love to hear from you. Please submit your resume and a short cover letter outlining your interest in the role. Job Type: Part-time

Pay: $18.00 per hour

Benefits

• Company events

Work Location: In person