Business Operations & Clinic Administrator

Company: Vital Minds Holdings Inc.
Location: Hamilton, ON
Job Type: Full-Time
Compensation: $25–28 per hour (based on experience)

About Us

Vital Minds Holdings Inc. is a growing organization that supports multiple professional service businesses across Ontario. As we continue to expand, we are looking for a highly organized, business-minded professional who is passionate about client service, business operations, and sales.

This is not a traditional medical office administration position. While healthcare experience is an asset, this role is best suited to someone who enjoys building relationships, converting inquiries into clients, improving business processes, and contributing to the growth of a fast-paced organization.

Our organization supports multiple clinic locations, works alongside a large team of independent contractors, and is committed to delivering an exceptional client experience from the very first point of contact.

About the Role

As our Business Operations & Clinic Administrator, you will be one of the first people prospective clients interact with. Your ability to build trust, understand client needs, and confidently guide individuals toward the right services will play a significant role in the continued growth of our organization.

In addition to administrative responsibilities, you will help support business operations, identify opportunities for improvement, and contribute to the continued success and growth of the organization.

Responsibilities

- Respond to new client inquiries with professionalism, warmth, empathy, and confidence.
- Build rapport with prospective clients and confidently guide them toward the services and clinicians that best meet their needs.
- Maximize inquiry-to-booking conversion through excellent communication and customer service.
- Deliver an exceptional client experience from the initial inquiry through the booking process.
- Manage scheduling, bookings, and day-to-day administrative operations across multiple clinic locations.
- Support therapists and independent contractors with administrative and operational needs.
- Assist with onboarding new team members and maintaining efficient organizational systems.
- Identify opportunities to improve client experience, workflow efficiency, and business operations.
- Assist with marketing initiatives, community outreach, and business development projects.
- Maintain accurate records while handling confidential information with professionalism and discretion.

Qualifications

- Degree or diploma in Business Administration, Commerce, Management, Marketing, or a related field preferred.
- Experience in sales, business development, client success, customer service, administration, or business operations.
- Proven ability to build relationships and communicate confidently with a wide variety of people.
- Excellent organizational and time-management skills.
- Strong problem-solving abilities and attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Comfortable learning new software and technology.

The Ideal Candidate

You are someone who:

- Enjoys talking with people and naturally builds trust and rapport.
- Is motivated by helping convert inquiries into satisfied, long-term clients.
- Thinks like a business professional and enjoys improving systems and processes.
- Takes initiative and looks for solutions rather than waiting for direction.
- Is confident, organized, adaptable, and dependable.
- Thrives in a fast-paced, growing organization.
- Is excited to contribute to the continued growth and success of the business.

Why Join Vital Minds Holdings Inc.?

- Play an important role in the continued growth of a rapidly expanding organization.
- Work directly alongside leadership and contribute to meaningful business initiatives.
- Be part of a collaborative, supportive, and high-performing team.
- Gain opportunities for professional development and increased responsibility as the organization grows.
- Help connect individuals with life-changing mental health services while contributing to the success of the organization.

How to Apply

Please submit your resume and a cover letter outlining your experience in sales, client service, business operations, or customer relationship management, and tell us why you would be an excellent fit for this role.

Vital Minds Psychotherapy

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Business Operations and Clinic Administrator