Clinic Administrator
Join Our Healing Community as the Heart of Client Care
Are you someone who believes that genuine human connection can change lives? Ready to be part of a practice where every interaction matters and your role creates ripple effects of healing?
Be the Heart of Our Mission. We'll Support Everything Else.
At LivLove Clinic, our admin team doesn't just handle logistics — you're the first point of healing contact for people seeking profound transformation. You create the container of safety that allows our therapists to facilitate deep work. We know your compassion and presence matters as much as any clinical intervention, and we make sure you feel supported in this sacred work.
Here's what you'll love about working with us:
- Competitive compensation starting at $25/hr
- Meaningful work where your kindness directly impacts healing journeys
- A practice rooted in seeing the inherent wholeness in every person
- Warm, collaborative team environment focused on authentic growth
- Remote work
- Flexible 15-20 hours/week across Monday-Friday (adjustable based on practice needs)
Our Mission:
Creating spaces where people can restore coherent relationships with themselves, others, and their sacred essence — experiencing life with ease and empowerment.
Our Core Values:
- Compassion: Every person who contacts us is in their own healing journey
- Curiosity: Approaching each situation with genuine interest rather than judgment
- Connection: Understanding that healing happens in relationship
- Kindness: Small acts of care create profound ripple effects
What You'll Do/Responsibilities:
Client Care & First Impressions:
- Welcome clients with genuine warmth, creating immediate sense of safety and belonging
- Answer client calls and emails with compassion, understanding many are reaching out during vulnerable moments
- Process intake forms and payments with professionalism and discretion
- Follow up with kindness when clients need support navigating processes
Practice Operations:
- Receive and respond to referrals for all LivLove Clinic associates with curiosity about each person's unique needs
- Coordinate first appointments and send intake information with clear, caring communication
- Make sure that bookings are accurate and captured
- Manage billing to external providers and track payments received
- Schedule clients from waitlists into cancelled appointments, understanding the importance of consistent care
- Follow up with issues that may exist in bookings, referral sources, billing or other clinic related needs
- Send personalised birthday messages to clients as part of our commitment to genuine relationship
Quality & Connection:
- Maintain organised clinical files providing accountability for associates
- Coordinate with external payment organizations with persistence and advocacy for clients
- Manage booking software and treatment schedules with precision
- Serve as compassionate liaison between clients and associates when communication support is needed
Team Leadership:
- Manage and mentor other clinic assistants with the same compassion you show clients
- Share ideas and feedback to help our practice grow in alignment with our values
To Succeed in This Role:
You'll thrive if you naturally lead with curiosity instead of assumptions, can hold space for people in emotional distress, and believe that every interaction is an opportunity for healing connection.
Essential Qualities:
- Exceptional communication skills rooted in compassion and genuine care
- Ability to think several steps ahead while remaining present with current needs
- Passion for supporting others through their healing journeys
- Strong communication and interpersonal skills
- Highly organized with strong attention to detail
- Ability to have quick, efficient and accurate responses to tasks
- Comfort with technology platforms including Microsoft Office, Google Workspace, Adobe, Dropbox, and Jane Scheduling software
- Ability to support clinic growth with expansion of new associates
Experience & Qualifications:
- 2-3 years of administrative client care experience, ideally in healthcare or wellness environments
- Proficient with Microsoft Office and basic computer systems experience with Jane App strongly preferred
- Experience with external payment organizations is considered a strong asset
Skills & Attributes We're Seeking:
- Sacred Service Mindset: You approach every client interaction as an opportunity to contribute to their healing journey — understanding that how you schedule an appointment can impact their sense of safety
- Professional Communication with Heart: You deliver difficult information with clarity and compassion, naturally asking "How are you feeling about this?" rather than just confirming logistics
- Proactive Feedback Provider: You offer specific suggestions for improving client experience and present solutions for the clinic to improve operations
- Reliable Task Management: You complete tasks by deadlines, follow through on promises, and handle multiple tasks simultaneously without dropping details
- Technical Proficiency: You navigate Microsoft Office, Google Calendar, Gmail, Drive, Dropbox, and Jane software comfortably, troubleshoot basic issues independently, and adapt to new platforms quickly
- Process Innovation: You identify inefficiencies and propose streamlined solutions that maintain personal touch
- Growth-Minded Collaboration: You actively contribute ideas for expanding our reach and supporting our team of therapists and admin staff, understanding that clinic growth means helping more people access healing
- Independent and Collaborative Work: You manage your 15-20 hour workload without constant supervision and contribute meaningfully to the team
In a world increasingly disconnected, you'll be protecting what cannot be replicated — genuine human presence, relational depth, and the irreplaceable power of being truly seen in every interaction.
Ready to Join Our Mission?If you're called to administrative work that directly supports profound healing, we'd love to connect with you!
Please submit your CV/resume and cover letter to: [email protected]
For more information about our practice: www.livlove.ca
Pay: From $25.00 per hour
Benefits:
- Flexible schedule
- On-site parking
- Work from home
Work Location: Remote
