Client Experience & Front-of-House Coordination

• Welcome clients and ensure the waiting room feels warm, grounded, and well-managed throughout the day

• Serve as the first point of contact by answering calls, responding to voicemails, and maintaining a responsive, trauma-informed inbox

• Oversee the flow of the clinic space, including managing mail, packages, deliveries, and environment readiness (comfort items, tidiness, ambiance) 

• Manage client billing, including processing session payments, issuing receipts, and ensuring all financial data is accurate

• Support new client triage by gathering intake information and coordinating therapist-client match based on availability and areas of practice

• Submit insurance documents and receipts promptly and accurately, and assist clients with insurance-related questions within scope

• Monitor billing discrepancies, missed payments, or issues and bring forward solutions proactively

Operations & Coordination

• Oversee the daily operational flow of the clinic and provide direction to the Admin Assistant

• Maintain and improve team systems, including spreadsheets, Notion dashboards, and operational tools

• Keep SOPs current and identify areas where processes can be clarified or streamlined

• Coordinate therapist onboarding and offboarding to ensure a seamless systems and client-care transition

• Monitor the waitlist, therapist capacity, and intake availability weekly, ensuring client placement aligns with therapist offerings and availability

Communication & Team Support

• Coordinate team meetings, supervision schedules, and clinic events to support connection and flow

• Draft clear, timely internal communications and send clinic-wide updates as needed

• Serve as the primary point of contact for therapist support around scheduling, office needs, and day-to-day operational questions

• Ensure all external inquiries receive a warm, professional response within 24–48 hours

Payroll & Financial Administration

• Track therapist client sessions and ensure all payment and session data is accurate and up to date

• Compile month-end payroll summaries for each therapist, outlining sessions completed and payments received

• Flag discrepancies proactively and submit the finalized payroll table to the Director for review and processing

• Monitor and track office-related expenses to support budgeting and operational planning

Systems Thinking & Leadership

• Anticipate operational gaps or pain points before they arise and bring forward thoughtful, solution-oriented recommendations

• Maintain calm, clarity, and grounded communication in fast-paced or changing situations

Required Qualifications:

• Prior experience in administrative, operational, or coordination roles (mental health or clinical settings preferred)

• Excellent written and verbal communication skills, with the ability to adapt tone to different audiences 

• Strong attention to detail, time management, and task tracking

• Comfort with Microsoft 365 and basic tech troubleshooting 

• Friendly, approachable, and professional demeanor in all client-facing interactions

Preferred Qualifications:

• Comfort with applications such as Squarespace, Notion and Jane App

• Experience in writing clear, engaging and professional copy

• Experience in healthcare, wellness or therapy related settings

• Post secondary education in business, psychology, communications, community development or a related field considered an asset

Key Traits for Success:

• Proactive, not reactive: You anticipate needs, identify gaps early, and bring forward thoughtful solutions

• Organized & self-directed: You thrive on structure and maintain clarity in fast-moving environments

• Flexible & grounded: You can pivot when needed while maintaining a calm, steady presence

• Relational: You build positive working relationships and are emotionally attuned to the team’s needs

• Communicative: You proactively share both big-picture and day-to-day updates, so everyone stays informed and aligned

• Independent: You take ownership of your work, follow through without reminders, and move tasks forward without waiting to be asked

Growth & Evolution of the Role

As The Cognitive Corner continues to expand, this role is expected to evolve into a more strategic operational position. There will be opportunities to take on higher-level systems development, project management, and leadership responsibilities as the clinic grows.

Why Work With Us? 

The Cognitive Corner is a warm, trauma-informed group practice built on compassion, integrity, and community care. We value people first — our clients, our team, and the relationships that make this work meaningful. You’ll be joining a supportive environment where your ideas matter, your growth is encouraged, and your contribution directly impacts the client and therapist experience. We’re a practice that’s expanding thoughtfully, and we want someone who’s excited to grow with us.

Application Instructions:

Email your application to careers@thecognitivecorner.ca using the following subject line “Operations & Client Experience Coordinator Role” including: 

1. a resume and tailored cover letter in PDF format. 

2. In the body of your email please include a brief introduction and your earliest availability to start the position.

Application close date: Wednesday December 10th