Job Description

About Us

At Catch a Balloon Clinic, we believe therapy should be as uplifting as catching a balloon, filled with possibility, joy, and forward momentum. We provide compassionate, family-centered care through a team of skilled therapists dedicated to helping children, youth, and their families thrive.

We are looking for a highly organized, detail-focused, and proactive Administrative & Bookkeeping Coordinator to join our close-knit team for

evening shift

. This role blends day-to-day clinic administration with essential bookkeeping functions, making it a cornerstone in keeping our clinic running smoothly and our clients' experiences seamless.

Key Responsibilities:

1. Administrative Duties

Welcome clients and families with warmth, ensuring a positive first impression. Answer phones, respond to emails, and manage inquiries in a timely, professional manner.

Schedule and manage appointments for therapists and clients, balancing needs and availability.

Maintain organized electronic and paper filing systems for both clinical and operational documents

.

Prepare, proofread, and distribute clinic materials, reports, and correspondence.

Coordinate occasional clinic events.

Support therapists and leadership with operational tasks to ensure daily flow runs smoothly.

2. Bookkeeping & Financial Duties

Record and reconcile daily transactions in accounting software (e.g., QuickBooks Online).

Prepare and send invoices, process payments, and manage accounts receivable/payable.

Monitor outstanding balances and follow up on overdue accounts with sensitivity and professionalism.

Generate monthly financial reports for clinic leadership.

Support budgeting, expense tracking, and basic financial forecasting.
Qualifications

Previous experience in administrative support and bookkeeping, preferably in a healthcare clinic, or small business setting.

Fluency in both English and Farsi is required.

Proficiency in accounting software (QuickBooks Online preferred) and Microsoft Office Suite.

Strong knowledge of financial processes, including invoicing, reconciliations, and reporting.

Excellent organizational skills and attention to detail

.

Strong communication skills with a client-first mindset.

Ability to manage multiple tasks, adapt to changing priorities, and work independently.
Assets

Familiarity with healthcare billing systems and insurance processes

Knowledge of HIPAA/PHIPA compliance and confidentiality protocols.

Experience in a child- and family-focused clinical environment.
Why Join Us?

Joining Catch a Balloon Clinic means becoming part of a team that values compassion, teamwork, and a playful spirit in delivering exceptional care. Every role here contributes to helping families feel supported, encouraged, and ready to soar.
Job Types: Full-time, Permanent

Pay: $18.00-$19.50 per hour

Expected hours: 40 per week

Benefits:

On-site parking
Education:

Secondary School (preferred)
Experience:

Administrative : 2 years (preferred) Bookkeeping: 1 year (preferred)
Language:

Farsi (required)
Work Location: In person