Nanaimo, Bc Administrative coordinator Jobs – 5 Openings This Week

Client Services/Programs Coordinator
Symphony Brain Performance —Nanaimo, BC
- $20–$22 an hour
- Part-time
- Customer service
- Medical office experience
- Administrative experience
Quick apply
9d
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Resolve Sleep Health —Nanaimo, BC
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- EMR systems
- Dental care
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3d

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Client Services/Programs Coordinator

Symphony Brain Performance
Nanaimo, BC

Quick apply

Job details

Part-time
$20–$22 an hour
9 days ago

Qualifications

Electronic medical records
Customer service
Medical office experience
Administrative experience
Communication skills
Office experience

Full job description

Where Brain Health Meets Innovation

At Symphony Brain Performance, we believe neurological care should feel different. We're an integrated concussion and brain health clinic in Nanaimo, BC — a place where people come to heal, rebuild, and return to life's moments again. Our team is passionate, collaborative, and deeply committed to the people we serve.

We're looking for someone special to join our team — a person who lights up a room, loves people, and brings both heart and precision to their work. If you're someone who thrives in a dynamic environment, finds satisfaction in the details, and genuinely wants to contribute to a mission that matters, keep reading.

About the Role

This is a multifaceted position that sits at the heart of our clinic. You'll be the first face people see when they walk through our doors, the voice that guides them through their care journey, and the behind-the-scenes engine that keeps our programs running seamlessly. This role has three distinct pillars:

1. The Face of Symphony

You are the warm welcome our clients receive the moment they arrive. Creating a safe, inviting environment is something you do naturally — because people genuinely feel at ease around you. You'll work closely with our Client Services Coordinator to support the day-to-day rhythm of the clinic, including:

Client bookings and scheduling via Jane App
Billing — both direct billing and third-party insurer billing
Day-to-day client communication (phone, email, and in-person)
Supporting the front-of-house experience so every visit feels supportive

2. Intensive Program Coordinator

Symphony's Intensive Programs bring clients from around the world to Nanaimo for focused, immersive rehabilitation. As the lead coordinator for these experiences, you'll be the organizational backbone — ensuring every client is booked, prepared, and set up for a seamless start to their care. Your responsibilities include:

Coordinating scheduling and preparation for incoming Intensive clients
Communicating proactively to ensure clients know exactly what to expect
Collaborating with the clinical team to ensure each client's schedule is set up for success

3. Brain Health Collective Lead

This fall, we are launching The Brain Health Collective — a performance-focused membership program designed to help people improve focus, clarity, resilience, and cognitive function. As the key lead for this exciting new initiative, you'll work directly with the clinic owner to build and nurture this community. This includes:

Member onboarding, management, and ongoing relationship support
Coordinating and helping create quarterly experiences for Collective members
Serving as the primary point of contact for all things Brain Health Collective
Contributing ideas and energy to help this community thrive

Who You Are

We care less about your resume headline and more about who you are as a person. The right fit for this role is someone who:

Is a genuine people person — warm, approachable, and someone clients immediately feel comfortable around
Leads with kindness and operates as a true team player
Is highly organized and detail-oriented — you don't just plan things, you follow through
Thrives when juggling multiple responsibilities without dropping the ball
Brings calm and clarity to busy or complex situations
Takes pride in doing things well, even the behind-the-scenes stuff no one else sees

Experience & Skills

Required:

Previous experience in a client-facing or customer service role
Strong written and verbal communication skills
Comfort managing multiple priorities with strong attention to detail
Lover of dogs as we have a part-time clinic miniature dachshund

Nice to Have (but not required):

Experience with Jane App or similar clinic management software
Familiarity with third-party insurance billing
Experience in a health, wellness, or rehabilitation environment
Comfort with membership or community management

The Details

Hours: Part-time, 20 hours per week

Schedule: Tuesday - Saturday(most days are 1-5pm with Saturdays being 9am-2pm) We are closed on Statutory Holidays

Location: Nanaimo, BC (in-person)

Start Date: August 5, 2025

How to Apply

If this sounds like you, we'd love to hear from you. Please send your cover letter and resume to:

[email protected]

In your cover letter, tell us a little about yourself — who you are, what draws you to Symphony Brain Performance, and why this role feels like the right fit. We're not just looking for skills; we're looking for the right person.Please note resumes submitted through Indeed will not be considered

Pay: $20.00-$22.00 per hour

Benefits:

Casual dress
On-site parking

Work Location: In person

Quick apply

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administrative coordinator jobs in nanaimo, bc

Client Services/Programs Coordinator

Health Science Placement Coordinator

Patient Care Coordinator

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