Clinic Operations & Finance Manager

Clinic Operations & Finance Manager

Autism / ABA Clinic — Oakville, Burlington, Halton Region.

Location:

Oakville / Burlington / Halton Region, Ontario.

Employment Type:

Full-time or Part-time to Full-time.

Work Model:
Primarily in-person / hybrid during setup phase.

Start Date:

As soon as possible.

Company:
New Autism / ABA Clinic launching in Halton Region.

We are planning to launch a new Autism / ABA-focused clinic in the Halton Region and are looking for a highly organized, trustworthy, and detail-oriented Clinic Operations & Finance Manager to build and manage the business from the ground up. This key founding role involves taking ownership of bookkeeping, payroll, HR administration, financial tracking, and day-to-day clinic operations, and working closely with the founder to keep the clinic running smoothly.

• Manage day-to-day financial administration using Quick Books, Xero, or similar.
• Track expenses, vendor payments, invoices, receipts, and reimbursements.
• Prepare monthly financial summaries for the founder.
• Coordinate with external accountants for year-end, tax filings, HST, payroll remittances, and other reporting.
• Manage accounts payable and accounts receivable.
• Support budgeting, cash flow tracking, and clinic financial planning.
• Maintain clean, audit-ready financial records.
• Assist with grant, funding, SR&ED, or government program documentation when required.

• Run or coordinate payroll for clinic staff.
• Maintain employee and contractor files.
• Support hiring, onboarding, contracts, timesheets, and documentation.
• Track vacation, sick days, schedules, and staff availability.
• Support HR policies, staff communication, and basic compliance requirements.
• Coordinate with external HR, payroll, accounting, or legal advisors as needed.
• Act as backup support when the founder or senior team is unavailable.

• Support clinic setup, licensing/admin requirements, vendor setup, supplies, and workflows.
• Manage front-office operations, client intake, scheduling, billing coordination, and parent communication.
• Help create and maintain clinic processes, checklists, forms, and SOPs.
• Coordinate with clinicians, therapists, supervisors, families, and administrative staff.
• Ensure the clinic is organized, professional, and running smoothly day to day.
• Help manage calendars, room utilization, staff schedules, and appointments.
• Support parent inquiries, onboarding, documentation, and service coordination.
• Manage vendors such as IT, cleaning, supplies, payroll, accounting, and insurance providers.

• Help coordinate client onboarding and service documentation.
• Support communication between families, therapists, and supervisors.
• Manage non-clinical workflows for ABA, therapy, and related services.
• Ensure documentation is organized and accessible to the right team members.
• Support billing and administrative processes for private pay, insurance, or program-based services where applicable.
• Help the clinic scale responsibly as new clients, therapists, and services are added.

This is a non-clinical operations role. Clinical decisions remain with qualified clinicians, supervisors, and regulated professionals.

• Highly organized and reliable.
• Trustworthy with confidential financial, HR, and client information.
• Comfortable managing bookkeeping, payroll, and operations.
• Able to work independently and take ownership.
• Detail-oriented but also practical and solution-focused.
• Comfortable working in a startup or new clinic environment.
• Able to build systems where structures are not yet fully developed.
• Professional, calm, and good with families, clinicians, and vendors.
• Willing to grow with the clinic over time.

• 3+ years of experience in bookkeeping, office management, clinic administration, payroll, or small business operations.
• Experience with Quick Books, Xero, Wave, or similar accounting software.
• Strong knowledge of Microsoft Office, Google Workspace, spreadsheets, and basic reporting.
• Experience managing invoices, expenses, payroll, and financial records.
• Strong written and verbal communication skills.
• Ability to work in-person in Oakville / Burlington / Halton Region.
• Must be legally authorized to work in Canada.

• Experience in a healthcare clinic, therapy clinic, autism clinic, ABA practice, dental/medical office, allied health clinic, or private practice.
• Familiarity with payroll platforms, benefits administration, and HR documentation.
• Experience with clinic scheduling or practice management software.
• Understanding of privacy and confidentiality requirements in healthcare settings.
• Experience supporting grant documentation, SR&ED documentation, or government funding records.
• Familiarity with Autism / ABA services, pediatric therapy, OT, SLP, mental health, or developmental services.

Compensation will be based on experience and whether the role begins part-time or…