About Revive Wellness & My Viva Plan
Revive Wellness is not your average nutrition practice. We’re a team of passionate dietitians and support staff delivering high-quality, evidence-based care. Since 2006, we’ve empowered individuals and organizations across Alberta, British Columbia, Ontario, and Saskatchewan to take control of their health through personalized nutrition coaching.
My Viva Plan is an AI-powered digital platform built by the team at Revive Wellness to help clients manage their health through guided plans and habit tracking across nutrition, fitness, and mental well-being. Every Revive Wellness client receives access to My Viva Plan, so this role supports both the in-clinic and digital sides of the client experience.
As our business grows, we’re adding operational support to ensure every client has a seamless, supportive experience. If you’re highly organized, tech-savvy, and enjoy helping people, the Office Coordinator role is a chance to make a meaningful impact alongside a passionate, collaborative team.
Our Core Values
At Revive Wellness and My Viva Plan, we believe in:
- Bravery: Thinking outside the box and embracing challenges.
- Innovation: Seeking new, effective ways to support clients.
- Tenacity: Staying committed despite obstacles.
- Compassion: Supporting clients and team members with care and empathy.
- Passion: Fully committing to making a meaningful impact.
- Humble Confidence: Recognizing that learning and growth are continuous.
Who We’re Looking For
We’re hiring a full-time, in-person Office Coordinator to support client service and day-to-day operations at our Edmonton office. You’re a fit for this role if you’re organized, professional, dependable, and genuinely enjoy helping people.
You’ll help create a welcoming, efficient client experience. You’ll also support our dietitians, managers, and leadership team with the daily details that keep the clinic running smoothly. This includes responding to client inquiries, maintaining system organization, supporting key digital tools, and improving workflows. You’ll be set up for success with structured onboarding, clear SOPs, and ongoing support from your manager and team.
Key Responsibilities
Client Services, Front Desk & Communications
- Welcome clients and maintain a professional clinic environment.
- Serve as a key representative of Revive by confidently explaining our services and helping prospective clients choose the right fit.
- Book appointments, coordinate next steps, and guide prospective and current clients through the intake process.
- Become highly knowledgeable about our practice, services, systems, and onboarding process to support a seamless Revive client experience.
- Respond to phone, email, and in-person inquiries, and escalate issues to the appropriate team member when needed.
- Create, update, and close tickets for client and internal requests.
- Route tickets to the right owner and tag for follow-up and reporting.
- Document client interactions and handoffs in tickets or client records.
- Use the service desk to track and manage admin requests.
- Acknowledge requests within 24 to 48 hours and resolve them within 72 hours when possible.
- Manage client-facing communications such as voicemail updates, signage, and other required notices.
Billing, Financial & Data Administration
- Process payments and send insurance receipts on request.
- Track unpaid or incomplete payments and follow up using approved templates.
- Maintain billing records, reconcile payments, and flag discrepancies quickly.
- Answer billing questions within scope and route clinical or insurance questions appropriately.
- Support daily sales reconciliation and cash handling per policy.
- Extract, enter, file, and verify data for internal and external reporting.
- Run data quality checks and correct errors or duplicates.
- Follow up with staff to keep data tasks on schedule.
- Support bookkeeping accuracy with the accounting team.
Office Operations, Privacy & Compliance
- Maintain confidentiality and follow privacy, security, and training requirements.
- Follow password and 2FA policies; support secure storage, shredding, retention, and incident reporting.
- Open and close the office using security and readiness checklists.
- Maintain reception and shared spaces; restock supplies; coordinate mail, deliveries, and courier pick-ups.
- Order office supplies, printed materials, and other items needed to keep the office running smoothly.
- Set up and maintain beverage stations and snacks for staff, clients, and office events.
- Assist with printing, setup, and materials preparation for meetings, events, and daily office needs.
- Coordinate logistics and on-site preparation for client events, team meetings, workshops, and other special activities.
- Maintain daily office readiness, including garbage, recycling, thermostat, and entry and exit checks.
- Keep the office clean, organized, and professional, including light vacuuming or quick shoveling as needed.
- Troubleshoot basic office equipment issues and coordinate maintenance.
- Follow emergency preparedness and workplace health and safety procedures.
Digital Systems Support (Client Platforms)
- Support admin workflows in client platforms and escalate issues as needed.
- Create and update quick-reference guides for common client and internal questions.
- Track recurring platform issues and flag trends to management.
Team Support, Meetings & Documentation
- Coordinate calendars, rooms, meeting links, agendas, and materials.
- Attend meetings as needed, track action items, and share summaries.
- Schedule team training and support assigned workshops.
- Support quarterly goal-setting tasks and deadlines
- Maintain SOPs, checklists, and templates in the knowledge base so team resources stay current and easy to access.
- Manage workflow updates, escalation paths, standardized language, and document version control.
What You Bring
- Able to work in person at our clinic: 3728 91 St NW, Edmonton, AB T6E 5M3.
- 3+ years of experience in customer service, administrative support, or a similar role.
- Excellent interpersonal skills and a proven ability to deliver great customer service.
- Strong written and verbal English communication skills.
- Experience improving customer experiences in both digital and in-person environments.
- Strong organizational skills with the ability to manage details across multiple systems.
- Ability to manage multiple tasks and prioritize effectively in a fast-moving environment.
- Strong attention to detail and ownership of tasks.
- A proactive, problem-solving mindset and willingness to troubleshoot, learn, and adapt.
- Dependable, self-motivated, and eager to collaborate with a multidisciplinary team.
- Tech-savvy, with proficiency using tools like CRMs, ticketing systems, project or task managers, and Microsoft Teams.
- Comfortable with Microsoft Excel for basic data collection and analysis.
- Familiarity with EHR and EMR systems (Practice Better and Healthie) and Atlassian (Confluence, Jira, Rovo).
Nice to Haves
- Experience working in a clinical, wellness, or healthcare setting, particularly directly with patients.
- Medical Office Assistant (MOA) background.
- Experience with patient billing and scheduling in a clinic setting.
- Experience with help desk or ticketing systems (triage, tracking, and clear follow-up communication).
- Experience supporting research studies or grant-funded programs.
- Interest in health, wellness, or digital health technology.
- Comfortable using AI tools for drafting, summarizing, and improving efficiency, with good judgment, privacy awareness, and fact-checking.
Job Type and Pay Structure
Hours:
- Full-time hours.
- Shifts are scheduled Monday through Saturday, 8:30 AM to 4:45 PM.
- Saturday shifts may be required depending on business needs.
Compensation:
- $45,000 to $55,000 annual base salary (based on experience).
- Paid vacation and standard health benefits.
Reports to: Senior Manager, Business Operations and Partnerships
Work location: In person (3728 91 St NW, Edmonton, AB T6E 5M3)
Target start date: To be determined. The role will remain open until a suitable candidate is selected, with employment commencing shortly thereafter.
Pay: $45,000.00-$55,000.00 per year
Work Location: In person
