Administrative Support

Client Care & Administrative Coordinator

Location: Kitchener, ON (In-Person)
Job Type: Full-Time, Permanent
Compensation: $18.00 – $23.00 per hour
Start Date: March 2026

Who We Are

At Exhale Therapy, we believe a strong team creates a strong clinic. Our independently owned counselling practice provides personalized, compassionate support to individuals, couples, and families.

Our team includes over 30 trained professionals, including registered social workers and psychotherapists who offer evidence-informed therapy using a range of therapeutic approaches.

Our bright, welcoming office and values-driven culture create an environment where both clients and staff feel supported. Our administrative team plays a vital role in keeping the clinic organized and ensuring smooth day-to-day operations. In this role, you will work alongside clinicians and colleagues to manage scheduling, communications, and client care processes that help the clinic function efficiently and professionally.

We are guided by inclusivity, collaboration, and mutual respect. Joining Exhale means becoming part of a team that values professionalism, teamwork, and the contributions of every staff member while maintaining a positive, structured, and client-centered workplace.

What You’ll Do

As an Administrative Support team member, you are often the first point of contact for clients, helping to create a welcoming and supportive experience from the moment they connect with our clinic. Reporting to the Administrative Supervisor, you will guide clients through the intake process, coordinate scheduling, and provide essential administrative support to the clinical team.

Key Responsibilities

• Welcome clients to the clinic and guide them through the intake process with professionalism and warmth

• Coordinate clinician schedules, including booking appointments, managing cancellations, and maintaining waitlists

• Respond to client inquiries via phone, email, and online systems in a timely and supportive manner

• Maintain accurate client records, including intake forms, consent documentation, and scheduling updates

• Monitor clinic communication channels including email, voicemail, and digital collaboration platforms

• Support clinicians with administrative needs so they can focus on delivering high-quality care

• Help maintain a welcoming and organized clinic environment, including front desk and communal spaces

• Assist with administrative coordination for workshops, events, and support groups

• Identify opportunities to improve workflows and client experiences

• Maintain strict client confidentiality and follow clinic policies and procedures in all administrative interactions

What We’re Looking For

We’re looking for someone who thrives in a fast-paced, client-centered environment and enjoys helping people feel welcomed and supported. You are organized, detail-oriented, and able to manage multiple priorities at once, from scheduling and client communication to supporting our clinical team. You bring a proactive, solutions-focused mindset, take initiative when needed, and enjoy working as part of a collaborative team. Most importantly, you value professionalism, inclusivity, and treating clients with empathy and respect.

Availability

• Must be available to work evenings and weekends as needed

• This role is fully in-person at our Kitchener clinic

• This position is not remote or hybrid

Qualifications

• Post-secondary education in Office Administration, Business, or a mental health–related field is considered an asset

• 1–3 years of experience in an administrative, office support, or client-facing role preferred

• Strong organizational skills with the ability to manage multiple tasks in a busy environment

• Excellent communication and interpersonal skills

• Ability to problem-solve thoughtfully and maintain professionalism under pressure

• Demonstrated reliability and initiative in managing administrative responsibilities

• Familiarity with mental health or healthcare settings is considered an asset

• Knowledge of therapeutic modalities is an asset but not required

How to Apply

Please submit your resume and a brief cover letter outlining your experience and interest in the role to info@exhaletherapy.ca. We welcome applications from candidates of all backgrounds and are committed to accessibility and inclusivity throughout the hiring process.

Disclaimers:

• The above duties and responsibilities are essential job functions, subject to reasonable accommodations. The above requirements indicate the minimum level of knowledge and skills deemed necessary to perform the job at a satisfactory level.

• The above job description should not be construed as an exhaustive statement of duties and responsibilities. Employees may be required to perform other related tasks as requested by Exhale Therapy.

• Due to the sensitive nature of this work, we are not able to hire any new or existing clients for this role. Client confidentiality will always be our top priority; as such, we wish to mitigate any potential conflicts of interest. We thank all applicants for their understanding.