Customer Service Coordinator

Administrative Assistant & Client Care Coordinator Company: Wellness MD Location: Oakville, Ontario : In-person Position Type: Part-time : 1 day per week About Wellness MD Wellness MD is a leading, premium health and wellness clinic in Oakville, dedicated to delivering personalized, evidence-based lifestyle medicine through a truly integrative approach. We specialize in women’s health, menopause care, and medical weight loss, offering individualized treatment plans designed to restore energy, confidence, and long-term vitality. Our clinic also provides advanced aesthetic and skin health solutions, including professional-grade dermaesthetics skincare products. At Wellness MD, we believe in going beyond symptom management, we get to know each of our clients personally, addressing root causes and supporting whole-person health. Our multidisciplinary team works collaboratively to deliver an elevated, compassionate, and results-driven client experience. We are growing, and we are looking for someone who wants to grow with us. The Opportunity We are seeking a warm, highly organized, and client-obsessed Administrative Assistant & Client Care Coordinator to support Dr. Daniela Steyn and the Wellness MD team. This is a dynamic, high-impact role at the heart of the clinic, perfect for someone who thrives in a fast-paced, people-first healthcare environment and is genuinely passionate about women’s health, menopause care, weight loss medicine, and aesthetic wellness. You will be the first point of contact for many of our clients, setting the tone for an exceptional experience while also playing a key role in client education, engagement, and program conversion. This is not just an administrative role, it is a client experience, coordination, and growth-focused position. Sales experience is essential, as you will support inquiries, guide clients through services, and help convert interest into meaningful participation in our programs and product offerings. Key Responsibilities Client Experience & Front Desk Excellence * Welcome every client with warmth, professionalism, and care. * Deliver a seamless, elevated client experience from arrival to departure. * Manage phone, email, social media and in-person inquiries with confidence and clarity. * Educate clients on services including menopause care, weight loss programs, wellness memberships, and aesthetic treatments. * Support client follow-ups to enhance engagement, retention, and continuity of care. * Coordinate bookings, scheduling, reminders, and daily flow of the clinic. Administrative & Clinical Coordination * Provide high-level administrative support to Dr. Daniela Steyn and clinical team members. * Manage clinical correspondence including emails, forms, referrals, and investigations. * Coordinate lab work, patient testing, referrals, and follow-up documentation. * Maintain accurate, up-to-date client records within electronic medical systems (training provided). * Ensure smooth day-to-day clinic operations through proactive organization and support. * Assist with general administrative and operational tasks as needed. Programs, Sales & Product Engagement * Support the coordination and delivery of menopause programs, medical weight loss programs, workshops, and educational events. * Clearly communicate program value and guide prospective clients through next steps. * Identify client needs and confidently recommend appropriate services and solutions. * Support the sale and education of dermaesthetics skincare and wellness products, ensuring a personalized, consultative experience. * Follow up with leads and prospective clients to support conversion and long-term engagement. * Contribute to a premium, trust-based, and client-centred sales experience. Events, Corporate Wellness & Community Engagement * Support the planning and execution of corporate menopause education workshops (“Menopause in the Workplace”), wellness seminars, and community events. * Represent Wellness MD professionally at external events, expos, and partnerships. * Assist in building and nurturing relationships with corporate and community partners. * Help bring the Wellness MD brand to life beyond the clinic through meaningful engagement and outreach. What We’re Looking For Must-Have Experience * Proven customer service experience (essential) * Proven sales experience (essential) * Administrative or medical office experience (strong asset) * Strong computer literacy and administrative capability * Experience with electronic medical records (asset; training provided) * Excellent written and verbal communication skills * Strong attention to detail and organizational excellence Personal Attributes You are someone who is: * Warm, engaging, and naturally client-focused * Polished, professional, and confident in communication * Empathetic and genuinely passionate about helping people * Highly organized and able to manage multiple priorities with ease * Comfortable in a role that blends care, coordination, and sales * Adaptable, proactive, and energized by a growing environment * A strong communicator who can confidently discuss services and recommendations * A fast learner with a growth mindset and curiosity for wellness innovation * Passionate about women’s health, menopause care, weight loss, and aesthetic wellness Why Join Wellness MD? * Be part of a forward-thinking, rapidly growing women’s health clinic * Work alongside a passionate, multidisciplinary healthcare team * Contribute directly to improving women’s health, confidence, and quality of life * Gain exposure to cutting-edge lifestyle medicine, menopause care, and aesthetic wellness * Play a meaningful role in both clinical care and client experience excellence * Join a supportive, professional, and purpose-driven environment Hours: 1 day per week, in-person (Oakville clinic) Ready to Make an Impact? If you are a people-loving, highly organized professional who thrives at the intersection of client care, administration, and sales, and you are excited by the world of women’s health and wellness innovation, we would love to hear from you.

The role involves managing the front desk, coordinating client bookings, and providing administrative support to the clinical team. Additionally, the coordinator is responsible for guiding clients through wellness programs and supporting the sale of skincare and health products.

Candidates must have proven experience in customer service and sales, with strong administrative capabilities and computer literacy. A passion for women's health and the ability to handle a blend of care and sales is essential.

• Customer servicePreferred
• SalesPreferred
• OrganizationPreferred

Identified from the job description. Confirm important requirements above.

• Customer Service
• Sales
• Administrative Support
• Client Coordination
• Electronic Medical Records
• Client Education
• Scheduling
• Communication Skills
• Organization
• Lead Follow-up
• Event Planning
• Patient Record Management

• Healthcare
• Customer Service & Support
• Administrative
• Sales

Minimum experience

0+ years

Apply by

Sep 11, 2026

Posting language

English

Working hours

40 hours per week

Seniority

Entry level

Application method

Direct apply is available