Operations Coordinator & Client Support - Hello Speech Developmental Services

Hello Speech Developmental Services is a growing multidisciplinary pediatric practice serving children and families across the Greater Toronto Area. Our team includes Speech-Language Pathologists, Occupational Therapists, Behaviour Analysts, and therapy assistants who provide services in homes, schools, childcare centres, clinics, and virtually.

We are passionate about helping children build communication, social, behavioural, sensory, and daily living skills while supporting families every step of the way. As a clinician-owned organization, we value collaboration, responsiveness, compassion, and practical problem-solving. Our administrative team plays a vital role in ensuring families and clinicians receive the support they need and that services run smoothly behind the scenes. We are currently seeking an Operations Coordinator & Client Support staff to join our team.

Responsibilities:

• Monitor and respond to incoming inquiries by phone, email, and other communication channels
• Collaborate with leadership to support operational efficiency and client satisfaction
• Track outstanding tasks and ensure processes are completed accurately and on time
• Identify issues requiring escalation and ensure appropriate follow-through
• Prepare, organize, and manage forms, documents, and records
• Coordinate interview scheduling, reference collection, and recruitment-related administrative tasks
• Support administrative workflows within Jane (EMR) and other systems
• Coordinate billing and accounts receivable follow-up processes
• Monitor shared inboxes and ensure timely follow-up
• Support clinicians with administrative and operational questions
• Provide timely support to families regarding appointments, billing, client portals, and general questions

Required Skills:

• Diploma in Office Administration preferred but open to other programs as well
• Takes ownership and follows through
• Is comfortable learning new systems and adapting to changing priorities
• Remains calm and solution-focused when handling questions, concerns, or unexpected situations
• Communicates professionally and warmly with families and clinicians
• Is comfortable exercising judgment within established processes and guidelines
• Can manage competing priorities with minimal supervision
• Is highly responsive and organized
• Notices when something has been missed and takes action
• Experience in healthcare administration, client services, office administration, or a related field
• Experience with scheduling, billing, client support, or practice management software is an asset

How to Apply:

Please submit your application to maryandronit@hellospeechgta.com