Job Description

ABOUT US:

Are you ready to be part of a vibrant and dynamic team? At Sparsh Wellness, we believe in fostering a fun, positive, and friendly workplace culture.

Sparsh Wellness Retreat is Vancouver's leading

multidisciplinary wellness clinic

offering evidence-based and holistic care. We are known for high clinical standards, strong systems, and exceptional client experience.

We are seeking an

experienced, hands-on Clinic Manager

to own day-to-day operations, lead teams, manage billing and reporting, and drive clinic performance.

WHAT WE ARE LOOKING FOR:

- Leadership & Ownership: You take pride in your role, understanding that the success of the clinic reflects your leadership.

- Customer Service Pro: You excel in delivering exceptional customer service and have innovative ideas that drive results.

- People-Oriented: Your charisma allows you to connect with various personalities, ensuring the needs of both clients and the organization are met.

- Trustworthy & Confidential: You maintain the highest standards of confidentiality and integrity.

- Effective Communicator: You value open communication and can convey information clearly to your team and management.

- Problem Solver: You proactively identify issues and implement effective solutions.

- Ensure compliance with healthcare regulations, policies, and procedures to maintain accreditation and quality standards.

KEY RESPONSIBILITIES

Clinic Operations & Front Desk Leadership

Oversee day-to-day clinic operations, ensuring smooth front desk, therapist, and client experiences Manage booking, arrivals, billing, walk-ins, cancellations, no-shows, and client communication in real time Ensure therapists' schedules are fully optimized and rooms are always ready Maintain intake forms, consent forms, policies, and clinic procedures Handle all clients, therapist, vendor, insurance, and stakeholder communications promptly Open and close the clinic daily following established checklists Ensure exceptional client service and actively manage Reviews Ensure clinic cleanliness, housekeeping standards, laundry, and pantry management

Billing, Insurance & Financial Coordination

Act as

process owner

for all billing and reconciliations: Coordinate EFTs, settlements, and account reconciliations Manage petty cash and monthly reconciliations Coordinate payroll with accountants, handle monthly tax payments. Track P&L, AR, and cash handovers

Human Resources & Team Management

Lead front desk and therapist hiring, onboarding, training, scheduling, and performance management Conduct quarterly reviews, appraisals, and feedback documentation Maintain all employee and therapist documentation and compliance records Organize team meetings, performance reviews, incentives, and team engagement activities Maintain Indeed job postings for both front desk and therapists

Therapist Management

Manage therapist schedules (Jane & Excel), occupancy, and empty slot utilization Coordinate therapist payouts and payroll Maintain therapist pipeline and performance tracking Set up therapists with insurance providers Track therapist and clinic performance KPI's

Marketing & Growth Execution

Execute clinic marketing plans and budgets Coordinate social media, email marketing campaigns, and promotional campaigns Manage front desk displays, posters, business cards, and marketing materials Organize photo shoots, reels, and therapist introductions Implement upselling, cross-selling, and incentive programs

Planning, Reporting & KPIs

Prepare and analyze daily, weekly, monthly, and quarterly reports. Lead clinic meetings and ensure action items are closed Conduct competitor pricing reviews and recommend changes Continuously identify process gaps and implement improvements

Asset, Inventory & Vendor Management

Maintain asset inventory, operational inventory maintenance schedules Oversee clinic maintenance and clinic infrastructure Coordinate vendor payments, setup, and negotiations

Record Keeping & Compliance

Maintain all clinic records, organize and maintain shared drives and backups Own and update SOPs, policies, manuals, and Excel checklists

Required Qualifications

2+ years of experience in clinic management, healthcare operations, or similar leadership role Strong experience with

Jane App

preferred Experience with

ICBC, WSBC, MSP, and extended health billing

Excellent people management and leadership skills Strong financial, reporting, and analytical abilities Exceptional organization, multitasking, and problem-solving skills Proficient in Excel, Google Workspace, and clinic software Ability to work in a fast-paced, real-time environment

WHAT WE OFFER

Leadership role with real impact and growth opportunities Supportive management and collaborative culture Competitive compensation (based on experience) Opportunity to shape systems, processes, and clinic growth Long-term career advancement potential Comprehensive medical, dental, and vision benefits Culture of recognition and rewards

If you are a hands-on leader who thrives on ownership, accountability, and building high-performing clinics, we would love to hear from you.

Job Type: Full-time

Pay: $50,000.00-$60,000.00 per year

Benefits:

Company events Dental care Extended health care On-site gym On-site parking
Experience:

Clinic Management: 2 years (required)
Work Location: In person