Client Coordinator - Student Position

*Date posted:* March 5, 2026

*Pay:* Starting at CA$15.00 per hour

*JOB TITLE:* Client Coordinator - Temporary (approx. 12 months, Maternity Leave Coverage)

*EMPLOYMENT* *TYPE:* Part-time: Evenings, Saturday Mornings.

*REQUIREMENT: *Student between 15-24 years of age.

*REPORTS TO:* Client Operations Manager

*LOCATION: *Marda Loop

*Mandatory Grant Eligibility (Required)*: To qualify for this position under our provincial funding agreement, applicants MUST meet all the following criteria at the start of employment:

- Be between 15 and 24 years of age.

- Be a current resident of Alberta.

- Be a Canadian citizen or Permanent Resident (Temporary Foreign Workers are not eligible for this program).

- Must be a new hire (cannot have previously held this exact role with our company).

*POSITION SUMMARY:*

The Client Coordinator is the primary point of contact for clients and plays a key role in creating a welcoming, organized, and professional clinic environment. This position supports daily clinic operations by managing client flow, scheduling, front desk administration, and maintaining clinic readiness.

The Client Coordinator ensures clients feel supported throughout their visit while upholding confidentiality, accuracy, and service standards that contribute to a positive client experience and smooth clinical operations.

*BENEFITS:*

· We have a positive team environment with strong company values

· We are a community focused clinic

· We are a collaborative practice involving a multidisciplinary team of Physiotherapists and Massage Therapists.

· We provide onboarding and training

· We have a on-site gym space

*CORE RESPONSIBILITIES OF CLIENT COORDINATOR: *

_*Client Experience & Front Desk Support*_

· Ensure a welcoming, comfortable, and warm presence for clients at the front desk and in the clinic from their arrival to their exit.

· Utilize front of house processes, procedures, and communications to ensure a consistent, positive, professional experience for clients.

· Provide clear communications and instructions regarding appointments, paperwork, billing, and next steps.

· Answer phone calls, emails, and in-person inquiries in a professional, friendly, and courteous manner.

· Support clients' questions and concerns, ensuring appropriate follow up and escalating clinical matters to clinicians or clinic leadership as appropriate.

· Demonstrate a calm, organized, and friendly front desk presence at all times.

_*Appointment & Scheduling Management*_

· Communicate with clients for bookings, rescheduling, and canceling appointments promptly and accurately using Jane App, phone, and email.

· Manage waitlists and appointment flow to support optimal clinic utilization.

· Coordinate clinician schedules during assigned shifts and communicate any changes clearly.

· Ensure accurate client information and appointment details are entered into the system.

_*Administrative & Billing Support*_

· Process payments and issue receipts using the clinic’s point-of-sale system.

· Perform administrative tasks such as scanning, filing, data entry, and document preparation.

· Maintain accurate records while adhering to clinic policies and procedures.

_*Privacy & Confidentiality*_

· Protect clients’ privacy and confidentiality in accordance with clinic policies and applicable legislation, including Personal Information and Protection Act (PIPA) and Health Information Act (HIA).

· Handle personal, medical, and financial information with discretion and professionalism.

_*Clinic Environment & Readiness*_

· Maintain a clean, safe, and welcoming front desk and common areas.

· Prepare treatment rooms as needed, including linens, towels, hot packs, and basic supplies.

· Assist with laundry, sanitizing equipment, and general tidiness between client appointments and around clinic as well as closing duties.

_*Marketing & Client Acquisition*_

· Work with Client Operations Manager to support marketing strategies, e.g., social media posts.

· Implement communications and promotion of clinic services, offerings, and cross collaboration

_*Team Collaboration & Support*_

· Support a collaborative, respectful, and client centred clinic culture.

*EDUCATION: *

· High school

*EXPERIENCE & SKILLS: *

· Strong communications and interpersonal skills.

· Strong attention to detail, organizational, and customer service skills.

*PHYSICAL DEMANDS: *

· Prolonged periods of sitting and standing at the front desk.

· Ability to lift up to 15 lbs, e.g., laundry, supplies, etc.

· Repetitive tasks such as typing, phone use, and filing.

*WORK ENVIRONMENT: *

· Clinic setting for clients and clinicians.

· Evening and weekend part-time hour schedules.

· Regular interaction with clients, clinicians, and administrative staff.

· Fast-paced, service-oriented environment requiring attention to detail and adaptability.

*WORK LOCATION:* In person

Pay: From $15.00 per hour

Expected hours: 10.0 – 18.0 per week

Work Location: In person