Client Care Coordinator

Job summary

Coordinate prospective clients’ intake, therapist matching, scheduling, forms, follow-ups, inquiries, and confidential records, escalating clinical or complex matters when appropriate. Conduct physician and healthcare professional outreach, coordinate meetings and events, and support the Founder & Clinical Director with executive and general administrative tasks.

Job details

Client Care CoordinatorBe the First Voice They Hear Asking for therapy can take months of courage. By the time someone contacts MindSeed, they may have carried something painful for years, and how that first conversation goes can influence whether they take the next step. Our Purpose At MindSeed, we believe everyone deserves the kind of mental healthcare we would want for someone we love. We're a virtual psychotherapy centre serving clients across Ontario, committed to raising the standard of mental healthcare through clinical excellence, compassion, and continuous learning. But exceptional care doesn't begin in the therapy room. It begins with the first conversation, a thoughtful follow-up, or a trusted physician referral. Every interaction is an opportunity to help someone feel heard, supported, and confident in taking the next step. That someone could be you. Why This Role Matters You open the door. Your empathy, warmth, and professionalism help clients feel understood and supported from their very first interaction. You connect people to care. By building relationships with physicians and healthcare professionals, you help more people find the support they need. Reliability is care here. A prompt reply, an accurate detail, or a follow-up that happens as promised can make a meaningful difference. We invest in your growth. Join a culture of compassion, accountability, and continuous learning, with guidance from our Administrative Coordinator and Founder & Clinical Director. Are you someone people can count on when it matters most? Do you take pride in the details and find purpose in helping others on their journey toward healing and living fuller lives? If so, we'd love to meet you. Your Role at MindSeed You'll support the client journey from first contact to care while helping strengthen our physician partnerships and day-to-day operations. This role combines client intake, outreach, executive assistance, and administration. After training, you'll be expected to manage day-to-day responsibilities independently while receiving direction and guidance on larger initiatives. What You'll Be Doing Client Intake & Coordination Respond to prospective clients by phone and email, conduct intake calls to understand their needs, and coordinate appropriate therapist matches with the clinical team. Manage scheduling, forms, follow-ups, and inquiries about services, fees, insurance, and billing. Maintain accurate, confidential client records and escalate complex or clinical matters appropriately. Physician Outreach & Relationships Conduct phone and email outreach to physicians, clinics, and healthcare professionals using established outreach plans, building relationships through consistent follow-up. Coordinate meetings, presentations, and Lunch & Learn sessions. Track outreach activities, maintain records, and prepare correspondence, materials, and research. Executive & General Administration Support the Founder & Clinical Director with scheduling, meeting coordination, and occasional personal administrative tasks. Assist with newsletters, communications, workshops, team initiatives, and maintaining organized administrative workflows. Who We're Looking For We're looking for someone who brings genuine empathy, strong judgment, and a proactive, dependable approach to their work. Exceptional communication: Fluent, confident, and professional in spoken and written English, especially over the phone. Organization & accountability: Detail-oriented, able to manage competing priorities, and reliable in following through. Initiative & independence: Resourceful, adaptable, and comfortable solving problems while knowing when to seek guidance. Relationship-building: Naturally warm, personable, and confident engaging with clients and healthcare professionals. Technology & discretion: Comfortable with digital tools, remote collaboration, and handling confidential information. Relevant experience: Background in administration, customer service, client coordination, executive assistance, outreach, or a related field. A university degree is preferred, but equivalent experience is welcome. Nice to Have: Experience in healthcare or mental health, physician outreach, Canadian or U.S. organizations, or client management/electronic health record systems. Compensation & Logistics Location: Fully remote, open to candidates worldwide. Schedule: Full-time, Monday to Friday, 9:00 AM–5:30 PM Eastern Time. Compensation: $1,500-$2,000 CAD/month, depending on experience and qualifications. Start: As soon as possible. Requirements: Reliable computer, high-speed internet, and a quiet, private workspace suitable for confidential calls. Hiring Process Shortlisted applicants will complete a practical take-home assessment evaluating communication, organization, problem-solving, and attention to detail, followed by interviews for selected candidates. Only candidates selected to move forward will be contacted.

What you’ll do

Coordinate prospective clients’ intake, therapist matching, scheduling, forms, follow-ups, inquiries, and confidential records, escalating clinical or complex matters when appropriate. Conduct physician and healthcare professional outreach, coordinate meetings and events, and support the Founder & Clinical Director with executive and general administrative tasks.

Requirements

Candidates should bring strong professional spoken and written English, empathy, sound judgment, organization, accountability, initiative, and confidence building relationships with clients and healthcare professionals. Relevant administrative, customer service, client coordination, executive assistance, or outreach experience is expected; a university degree is preferred, and healthcare or mental health experience is an asset.

Listed skills

• scheduling · Preferred
• Relationship Building · Preferred
• Organization · Preferred
• Attention to detail · Preferred
• Problem solving · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Client Intake
• Client Coordination
• Phone and Email Communication
• Scheduling
• Recordkeeping
• Confidentiality
• Physician Outreach
• Relationship Building
• Executive Assistance
• Administrative Coordination
• Organization
• Attention to Detail
• Problem-Solving
• Time Management
• Professional English Communication
• Remote Collaboration

Job areas

• Healthcare
• Administrative
• Customer Service & Support
• Social Services

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