About VisionQuest Recovery Society
VisionQuest Recovery Society is a registered charity providing residential recovery services for individuals affected by substance use and related challenges. Through structured programming, accountability, and compassionate support, VisionQuest helps individuals build stable, healthy, and productive lives.
We are seeking a highly organized and detail-oriented Client Funding & Records Coordinator to join our administrative team. This position plays a key role in supporting our residential programs by coordinating client funding, maintaining accurate records, ensuring documentation compliance, and supporting communication between our facilities and funding agencies.
Position Summary
The Client Funding & Records Coordinator is responsible for coordinating client funding processes, maintaining accurate client records, supporting billing and receivables activities, and ensuring documentation meets organizational and funding requirements.
This role works closely with facility managers, administrative staff, funding agencies, and clients to ensure funding is secured, records are complete, and information is accurate across all VisionQuest programs.
Key Responsibilities
Client Funding Coordination
- Communicate with the Ministry of Social Development and Poverty Reduction (MSDPR) regarding client funding.
- Verify funding eligibility and maintain accurate funding records.
- Assist with client funding applications and provide guidance regarding application requirements.
- Follow up on outstanding funding issues and documentation requirements.
- Support facility staff and clients in resolving funding-related concerns.
Billing and Financial Administration
- Generate monthly MSDPR billing and rent rosters.
- Prepare and submit monthly invoices to funding agency.
- Track receivables and client payments.
- Maintain accurate billing records and supporting documentation.
- Assist with reporting as required.
Records Management and Quality Assurance
- Track client admissions, discharges, and transfers.
- Review client files for accuracy, completeness, and compliance.
- Identify missing or incomplete documentation and coordinate corrective action.
- Reconcile information received from facility administrators and ensure records are updated accurately.
- Maintain confidential client records in accordance with organizational policies and privacy requirements.
Administrative Support
- Provide administrative support to program managers and senior leadership.
- Liaise with facility administrators regarding documentation and reporting requirements.
- Assist with data collection and reporting activities.
- Participate in continuous improvement initiatives related to record keeping and administrative processes.
Qualifications
Required
- Certificate or diploma in Office Administration, Business Administration, or a related field; or an equivalent combination of education and experience.
- Minimum two years of administrative experience.
- Strong proficiency with Microsoft Office, including Word, Excel, Outlook, and CRM 365.
- Exceptional attention to detail and organizational skills.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines.
- Ability to work independently and collaboratively as part of a team.
- Ability to maintain confidentiality and professional boundaries.
- Successful completion of a Criminal Record Check.
Preferred
- Experience working in a non-profit, health care, housing, recovery, or social service environment.
- Familiarity with government funding programs, income assistance processes, or client benefits administration.
- Experience maintaining confidential client records and documentation.
- Knowledge of trauma-informed and culturally safe practices.
What We Offer
- Meaningful work that directly supports individuals on their recovery journey.
- A collaborative and supportive work environment.
- Opportunities for professional growth and development.
- Extended health and dental benefits.
- The opportunity to contribute to a growing organization that is making a measurable impact in the community.
VisionQuest Recovery Society is committed to creating an inclusive workplace and encourages applications from individuals of diverse backgrounds and lived experiences.
Pay: $28.00-$32.00 per hour
Benefits:
- Dental care
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- Tuition reimbursement
- Work from home
Work Location: In person
