Bilingual Receptionist (Care Coordinator)

Montréal, QC

Job description


About Us:

We value those qualified applicants with lived experience as racialized people, Indigenous people, those who have experienced homelessness, and mental illness, and who have diverse abilities, as well as people of all sexual orientations, women, and trans people.

Numinus Wellness (TSX: NUMI) helps people to heal and be well through the development and delivery of innovative mental health care and access to safe, evidence-based psychedelic-assisted therapies. The Numinus model - including psychedelic production, research, and clinic care - is at the forefront of a transformation aimed at healing rather than managing symptoms of depression, anxiety, trauma, pain, and substance use. At Numinus, we are leading the integration of psychedelic-assisted therapies into mainstream clinical practice and building the foundation for a healthier society.

Our North Star

Be the most trusted brand in the psychedelic space.

Our Mission

We are bringing transformative healing to communities through innovative therapies backed by science and scalable operations.

Our Vision

A world where everyone feels connected and whole.

Our Values

  • Be in service to self and others
  • Build something that captures our collective ideals
  • Be dedicated to the art and the science
  • Have the courage to do the right thing
  • Be committed to doing our part in the process of Truth and Reconciliation with Indigenous peoples


Job Summary

Numinus is looking for a Care Coordinator to join our growing team. This position will be an integral part of our Clinic Operations department and support our mission to ensure the smooth day-to-day internal operation by Numinus, primarily serving to ensure that our clinics are operating to their full potential. You will provide in-person, daily logistical support to the Clinical Manager through in-person activities at all Mindspace clinic locations. The ideal candidate will be passionate about our mission, vision, and values, and will also greet in-person clients, answer client telephone calls, and do some light manual labor (e.g., setting up and removing chairs, helping to dispose of small to medium garbage/recycling), help the Care Coordinators respond to emails, and assist in the administration of any local group programming.

The Care Coordinator will be required to regularly travel frequently to all Mindspace clinic locations in Montreal to verify the cleanliness and safety of the spaces, restock and organization of necessary supplies, disposal of trash and recycling, collection of cheques and cash for deposits. A car is required, and business use of your vehicle will be compensated at a set level.


Job requirements


Responsibilities

Office Administration

  • Primary point of contact for practitioners about office needs and concerns
  • Ordering and tracking the stock of core clinic supplies
  • Communicating with landlords/building managers for required services such as repair, maintenance, issues, etc
  • Locating and negotiating with vendors of required goods and services, including specialized medical equipment
  • Assisting in creating, revising, and maintaining plans for physical office space use by all practitioners
  • Learning and putting in place all needed Health and Safety measures as set by the local workplace health and safety agency
  • Reception and storage of all packages and deliveries


Group Programming Administration Support

  • Setting up and tearing down an in-person group programming space for up to 20 in-person participants: moving furniture aside, placing and removing folding chairs, yoga mats, cushions, meditation benches, removing and washing tea and coffee mugs
  • Electronically setting up and supporting group programming in our existing learning management and registration systems (Docebo, Mindbody Online, Jane app)
  • Assisting clients to register for our group programming offerings
  • Tracking, collecting, and when needed, refunding / correcting payments for group programming offerings
  • Supporting the instructors by communicating with clients when needed, for such things as reminders about upcoming courses, the need to complete mandatory screening questionnaires prior to the first group session, and later providing certificates at the end of programs
  • Supporting marketing efforts to fill up the programs by directly following up on any marketing lead generation efforts
  • Creating and distributing evaluation forms for group programs
  • Other tasks as required by the Numinus Programming leadership

Education/Experience

  • Vocational Training Certificate, CEGEP Diploma, College or University Degree in Accounting, Office Administration/Management, Medical Secretary or equivalent preferred
  • Previous experience as an office administrator/manager or executive assistant experience would be an asset
  • Experience with computers and databases


Knowledge, Skills, and Abilities

  • Fluently bilingual English/French (oral and written); any other languages an asset
  • Can drive and owns a vehicle with a valid driver`s license 
  • A high level of integrity and accountability.
  • You are experienced with Microsoft Office software, especially MS Office (Excel, Word) and Teams
  • Some accounting knowledge (no software, in particular, knowledge of basic principles)
  • Strong interpersonal skills, a collaborative work style, and the ability to build relationships at all levels of the organization.
  • You thrive in a fast-paced, dynamic, start-up environment. You are highly motivated, dedicated, comfortable with change, and ready to take initiative when it becomes necessary
  • Negotiation and research skills to obtain the lowest possible pricing from vendors/suppliers of necessary goods and services
  • Ability to carry out light, manual labour tasks such as assembling office furniture (e.g., an IKEA desk), setting up and removing chairs, pushing sofas and desks against a wall, disposing of light to moderate garbage, and recycling bags and items.

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