Job Description

About Us

We're a growing massage therapy clinic in Southampton, currently a team of two Registered Massage Therapists with plans to welcome additional wellness practitioners in the near future. Our mission is to provide exceptional care in a calm, supportive, and professional environment -- and we're looking for someone who shares that vision.

We're seeking a proactive, growth-minded Office Administrator who can help keep our operations running smoothly and play an active role in helping the clinic grow. This role is perfect for someone who enjoys independence, loves supporting others, and thrives in a flexible, wellness-oriented setting.

Responsibilities

Provide client and customer support via phone, email, and online communication Manage appointments, records, and communications using the JANE clinic management system (experience preferred) Handle direct insurance billing and assist clients with insurance-related questions Support marketing and community outreach, including social media posts, newsletters, and promotional ideas Keep the owner and team organized, on track, and focused on key priorities Contribute ideas and strategies to help the clinic grow and improve its systems Maintain accurate records, invoices, and administrative files Occasionally visit the clinic for administrative tasks, organizing files, or assisting with on-site events (parking available)
Qualifications

Proven experience in administrative support, customer service, or clinic coordination (wellness or healthcare experience an asset) Familiarity with the JANE clinic management system or similar software Knowledge of direct insurance billing preferred Excellent communication and organizational skills Strong attention to detail and ability to manage time effectively Proactive, self-motivated, and able to help keep the team focused and productive Tech-savvy and comfortable using digital tools (Google Workspace, Microsoft Office, etc.) Creative thinker with an interest in marketing and business growth
What We Offer

Flexible remote-first position with occasional, pre-scheduled on-site visits Supportive, collaborative team environment Parking available for on-site work Opportunity to grow with the clinic and help shape its future direction Freelance / contract-based compensation commensurate with experience
If you're organized, creative, and inspired to help a small business grow, we'd love to hear from you!

To Apply:

Please submit your resume and a brief cover letter describing your relevant experience and what excites you about helping a wellness business thrive.

Job Types: Freelance, Internship / Co-op
Contract length: 12 months

Pay: From $25.00 per hour

Expected hours: 10 per week

Benefits:

Company events Flexible schedule On-site parking Work from home
Application question(s):

Are you located within reasonable commuting distance of Southampton, Ontario, and able to come into the clinic occasionally when needed (e.g. once a month or for special tasks)? Are you legally authorized to work in Canada? Do you have at least one year of experience in office administration, customer service, or clinic coordination? Are you fluent in English (spoken and written)? Are you comfortable occasionally traveling to the clinic for administrative tasks or events (parking available)? Have you used JANE clinic management software before? (If not, are you confident in learning new digital tools quickly?) Do you have experience with direct billing for insurance claims? This clinic is growing, and we're looking for someone who can help us stay organized and move forward. What excites you about helping a small wellness business grow? One of the key parts of this role is helping the owner stay on task and organized. How do you keep track of priorities and ensure things get done on time? This is a freelance / contract role with flexible hours. Approximately how many hours per week are you available to work? This position is mostly remote and requires comfort using online tools. Which scheduling, communication, or office software do you use confidently?
Work Location: Hybrid remote in Southampton, ON