Administrative and Practice Operations Coordinator

**Administrative & Practice Operations Coordinator** **Insight & Wellness | Toronto, Ontario** **About Us** Insight & Wellness is a growing psychotherapy practice dedicated to providing thoughtful, compassionate, and high-quality mental health care. We are looking for a highly organized, proactive, and personable Administrative & Practice Operations Coordinator to join our team. This role combines day-to-day administrative responsibilities with opportunities to contribute to the ongoing development and success of our practice. We are seeking someone who is detail-oriented, resourceful, and interested in helping us improve both the client experience and our internal operations. Key Responsibilities Client Communication & Administrative Support * Serve as a warm and professional first point of contact for prospective and existing clients. * Respond to client inquiries via email and phone in a timely, compassionate, and professional manner. * Support appointment scheduling, booking coordination, and general client inquiries. * Communicate with therapists and practice owners to support scheduling, client care coordination, and administrative needs. * Process client session payments through Jane App, issue receipts, and follow up regarding outstanding balances or declined payments. * Maintain accurate client records and administrative documentation while ensuring confidentiality. * Print, organize, and prepare resources and materials for therapists as needed. * Provide general administrative support to practice owners and associates. Practice Operations & Performance * Track and monitor key practice metrics, including new client inquiries, referral sources, inquiry-to-booking conversion, client retention, cancellations, and therapist caseloads. * Assist in developing and maintaining monthly practice performance reports to help owners identify trends, opportunities, and areas for improvement. * Explore patterns in client engagement and retention, including identifying opportunities to improve the intake experience and ongoing client relationships. * Monitor appointment availability and therapist utilization to support effective scheduling and caseload development. * Help develop and refine administrative systems, processes, and workflows to improve efficiency. * Support practice initiatives related to client experience, operational improvements, and business growth. * Take initiative in identifying challenges and proposing practical solutions. * Maintain administrative trackers and assist with organizing invoices, receipts, and other financial documentation. **Clinic & Office Management** * Help maintain a clean, organized, and welcoming clinic environment for clients, therapists, and visitors. * Oversee daily office preparation, including refreshments, common areas, and general clinic presentation. * Monitor and replenish office supplies, beverages, and other clinic necessities. * Coordinate office supply shopping, inventory management, and