administrative coordinator

Bump Physio & Co is hiring! We?re looking for a friendly, organized, and detail-oriented Client Experience Coordinator to join our Port Moody/Langley team! In this role, you?ll be the go-to person for the clinic ? welcoming clients, managing appointments and waitlists, coordinating billing and payments, and keeping the front desk running smoothly. If you love connecting with people, thrive in a fast-paced environment, and take pride in creating an exceptional client experience, this role is for you! We're looking to hire someone who is available to work on a casual/part-time basis with some flexibility to cover day shifts, evenings and Saturdays when needed as well. CLIENT EXPERIENCE COORDINATOR KEY RESULTS: The Client Experience Coordinator is the main point of contact for clients; responsible for ensuring smooth daily clinic operations, coordinating administrative and billing processes, effective schedule management, and creating a warm, welcoming, client-focused environment. KEY OBJECTIVES: * Creates an exceptional front-desk experience by connecting with clients through genuine warmth, empathy, and care. * Coordinates and supports administrative tasks such as appointment scheduling, billing, payments, ICBC, and third party payer submissions with accuracy and efficiency. * Takes ownership of clinic spaces to ensure they are welcoming, organized and well-equipped. * Maintains confidentiality and handles sensitive information with professionalism and discretion. * Consistently follows established procedures in alignment with company values. KEY RESPONSIBILITIES: Client Experience: * Responds to telephone, email, and in-person client communication in a timely, friendly and empathic manner. * Coordinates, manages and oversees appointment bookings, waitlists, cancellations and booking out clients? plans of care in alignment with treatment plans and practitioner preferences. * Anticipates and responds to client needs to ensure a smooth care journey. * Acts as a liaison between clients and healthcare providers. * Supports client retention and acquisition by nurturing a positive, client-focused environment. * Ability to be personable, responsible, and demonstrate unsolicited initiative and grace with all members of the team, vendors and clients. * Handles sensitive and confidential information tactfully and discretion. * Responds to client concerns, complaints and questions by actively listening and with empathy. * Creates a warm, respectful environment ? can have funny, silly, uncomfortable and awkward conversations with respect and ease. Administrative & Operational * Consistently follows established policies and procedures including telephone scripts, documentation practices, and administrative requirements in alignment with company values. * Ensures accounts receivable, payable, ICBC and 3 party payers are consistently free of errors. * Approaches day to day challenges through practical problem-solving and a solution-focused mindset. * Demonstrates strong communication skills, professionalism, and situational awareness. * Supports light cleaning, organizing, laundry, and other duties as needed to contribute to a welcoming, organized and well equipped clinic environment. DESIRABLE EDUCATION AND EXPERIENCE Completion of a High School Diploma supplemented by related administrative, clerical and/or customer service experience. *CORE COMPETENCIES: * PERSONABLE: You bring genuine warmth and professionalism to every interaction, and deliver exceptional customer service/client-relation skills. *STRONG COMMUNICATOR: *Demonstrate clear, confident and effective verbal and written communication skills. EMPATHETIC: Ability to discuss sensitive or personal information with discretion and care. *COLLABORATIVE: *Work effectively in a team environment, showing strong situational awareness, respect, and accountability. RELATIONSHIP BUILDING: Foster an inclusive, welcoming environment that supports strong connect