Administrative Operational Lead
Purpose Of The Role
We are seeking an organized, service-oriented, and proactive Administrative Operational Lead to help deliver an exceptional client experience while supporting the smooth daily operations of the practice.
This role combines front-desk client service with administrative leadership, process improvement, team support, and performance accountability. The ideal candidate is someone who enjoys working with people, brings calm structure to a busy environment, and takes ownership of making systems, workflows, and team performance better over time.
Key Responsibilities
Client Experience
- Provide warm, professional, and efficient front-desk support.
- Welcome and assist clients, therapists, and visitors with care and professionalism.
- Support scheduling, communications, client inquiries, and the daily flow of the practice.
- Help ensure every client interaction reflects a high standard of service.
Administrative Leadership
- Provide day-to-day leadership, coaching, and support to the administrative team.
- Help prioritize tasks, solve problems, and keep the team focused and organized.
- Foster a positive, accountable, and high-performing administrative environment.
- Support clear communication between administration, therapists, and leadership.
Operational Excellence
- Take ownership of administrative processes, workflows, and standard operating procedures.
- Identify inefficiencies and recommend or implement improved systems.
- Ensure administrative work is completed consistently, accurately, and on time.
- Maintain quality, consistency, and accountability across all administrative functions.
Performance And Team Development
- Monitor key administrative performance indicators and identify trends.
- Support improvements in team performance, service quality, and operational efficiency.
- Assist with onboarding, training, quality assurance, and ongoing team development.
- Help ensure administrative staff are confident, prepared, and aligned with practice standards.
Qualifications And Skills
- Previous administrative, office coordination, client service, or operations experience required.
- Previous experience desgining or improving systems, processess and workflows
- Experience in a healthcare, wellness, therapy, or clinic setting is an asset.
- Previous leadership, supervisory, team lead, or training experience is strongly preferred.
- Strong organizational skills and the ability to manage competing priorities.
- Excellent communication and problem-solving skills.
- Professional, calm, and client-focused approach.
- Comfortable using scheduling systems, email, phone systems, and office technology.
- Ability to identify process gaps and follow through on improvements.
- High attention to detail and commitment to follow through
Ideal Candidate
You are someone who can lead from the front. You are comfortable supporting clients directly while also keeping an eye on the bigger operational picture. You notice when a process is not working, take initiative to improve it, and help others succeed through clear communication, coaching, and very timely follow-through.
You bring professionalism, warmth, accountability, and a growth mindset to your work.
Why Join Us
- Meaningful role supporting clients, therapists, and the success of the practice.
- Opportunity to lead and develop an administrative team.
- A role with both people-focused and operations-focused responsibilities.
- Supportive environment with room to improve systems and make a visible impact.
How To Apply
Please submit your resume and a brief cover letter or short video outlining your administrative leadership experience, process design & improvement experience and why you are interested in this role.
Pay: $60,000.00-$70,000.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Paid time off
- RRSP match
- Vision care
Application question(s):
- Describe your experience designing, implementing, or improving workflows and processes for a team.
Experience:
- Management: 5 years (required)
Work Location: In person
