Administrative and Client Experience Lead

About Breathe Mindfulness Centre

Breathe Mindfulness Centre is a warm, compassionate mental health and wellness centre located in the heart of Wolfville, Nova Scotia. Founded in 2015, we combine the science of psychology with the wisdom of mindfulness to support the emotional, mental, and physical well-being of our clients.

Our team of skilled clinicians offers individual counselling and therapy, assessment services, therapeutic groups, mindfulness-based programs, workshops, retreats, and workplace wellness initiatives. We are proud to serve individuals, couples, children, and teens across the Annapolis Valley and beyond.

The Opportunity

We are looking for a warm, organized, and deeply committed individual to join our team as our full-time Administrative and Client Experience Lead. This is a pivotal, in-person role at the heart of everything we do - the first voice clients hear, the steady presence behind our scheduling, and the essential support that allows our clinicians to focus entirely on providing excellent care.

This position requires your full presence at the Centre during business hours. It is not a remote or hybrid role. The in-person nature of this work is fundamental - our clients and clinicians depend on a consistent, grounded presence at the front desk every day.

If you are someone who is naturally calm and caring, thrives with systems, and feels genuinely at home in a mindfulness-centred environment, we would love to meet you.

Key Responsibilities

Client & Reception Experience

• Greet clients warmly and maintain a calm, welcoming reception environment.
• Monitor and respond to phone, email, and website inquiries.
• Guide new clients through the intake process: matching them with an appropriate clinician, booking their initial appointment in JaneApp, and sending intake forms and clinic policies.
• Ensure billing information is collected accurately.
• Monitor cancellations and support rescheduling for both new and returning clients.
• Maintain a clean and organized reception, waiting area, and client washroom.

Scheduling & Clinician Support

• Maintain clinician calendars in JaneApp; ensure room availability aligns with clinician schedules.
• Track follow-up appointments and client rebooking.
• Manage the client waitlist and periodically review for openings.
• Coordinate referrals and assist clinicians with administrative requests.
• Support room bookings and scheduling changes as needed.

Billing & Financial Administration

• Process client payments and ensure receipts are generated.
• Support clinicians with insurance receipt and direct billing requests.
• Enter payments from insurance and third-party providers in client profiles.
• Monitor accounts receivable and follow up on outstanding invoices monthly.
• Process bi-weekly payroll (Wagepoint) and post entries in QuickBooks.
• Enter receipts and maintain accurate bookkeeping records.

Communications & Marketing Support

• Coordinate the monthly newsletter (Mailchimp or similar platform).
• Support promotion of workshops, groups, and retreats via social media, Canva, and website updates (WordPress).
• Communicate weather closures and schedule changes to clients and clinicians.
• Assist with other marketing initiatives as needed.

Systems & Operational Continuity

• Maintain secure access to all administrative systems including JaneApp, QuickBooks, Wagepoint, WordPress, Canva, Mailchimp, and billing/insurance platforms.
• Periodically review and update administrative procedures and email templates.
• Ensure a complete and current transition document is maintained at all times.

Who You Are

• You are calm, kind, and professional - even on busy days.
• You communicate with warmth and clarity, both in person and in writing.
• You are highly organized and comfortable managing multiple priorities.
• You respect confidentiality and understand the sensitivity of a mental health environment.
• You take initiative and follow through without needing constant direction.
• You are comfortable with technology and quick to learn new software systems.
• You have an interest in or connection to mindfulness, wellness, or mental health.

Qualifications and Experience

• Previous experience in an administrative, receptionist, or office coordinator role (required).
• Experience in a healthcare, mental health, or wellness setting is a strong asset.
• Comfort with bookkeeping, payroll, or basic accounting (QuickBooks experience an asset).
• Experience with practice management software such as JaneApp (preferred).
• Proficiency with standard office software; experience with Canva, Mailchimp, or WordPress is an asset.
• Secondary education or post-secondary training in office administration, business, or a related field is welcomed.

Compensation and Benefits

We value the vital role this position plays in our community and offer a competitive compensation package that reflects the high level of responsibility and care required.

• Wage: $25.00 - $28.00 per hour, commensurate with experience.
• Vacation: 2 weeks paid vacation(10 business days) in your first year, increasing to 3 weeks paid vacation (15 business days) from your second year onward.
• Wellness Days: 5 paid personal/sick days per year to support your own health and balance.
• A calm, mindful, and supportive workplace located in the heart of Wolfville.
• A meaningful full-time role supporting the mental health and well-being of our community.
• A small, collaborative team that values your contributions.
• Access to Breathe Mindfulness Centre workshops and programs.

How to Apply

We would love to hear from you. Please send a cover letter and resume to:

[email protected]

Subject Line: Administrative & Client Experience Lead Application

breathemindfulness.ca · (902) 499-0089

In your cover letter, please share a little about why this role resonates with you and what experience you would bring to the Breathe team. Applications will be reviewed on a rolling basis.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted. Breathe Mindfulness Centre is committed to fostering an inclusive and respectful workplace.