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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.

About the Role:

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 help build and manage the business from the ground up.

This is a key founding role for someone who can take ownership of bookkeeping, payroll, HR administration, financial tracking, and day-to-day clinic operations. The ideal candidate will be comfortable working closely with the founder and eventually becoming the person who keeps the clinic running smoothly when leadership is away.

This role is ideal for someone with experience in bookkeeping, clinic administration, payroll, HR coordination, and small business operations, especially in healthcare, therapy, autism services, allied health, or private clinic environments.

Key Responsibilities:

Bookkeeping & Financial Administration:

You will manage the day-to-day financial administration of the clinic, including:

Bookkeeping using QuickBooks, Xero, or similar accounting software.
Tracking expenses, vendor payments, invoices, receipts, and reimbursements.
Preparing monthly financial summaries for the founder.
Coordinating with external accountants for year-end, tax filings, HST, payroll remittances, and other reporting.
Managing accounts payable and accounts receivable.
Supporting budgeting, cash flow tracking, and clinic financial planning.
Maintaining clean and audit-ready financial records.
Assisting with grant, funding, SR&ED, or government program documentation when required.

Payroll & HR Administration:

You will support the clinic’s people operations, including:

Running or coordinating payroll for clinic staff.
Maintaining employee and contractor files.
Supporting hiring, onboarding, contracts, timesheets, and documentation.
Tracking vacation, sick days, schedules, and staff availability.
Supporting HR policies, staff communication, and basic compliance requirements.
Coordinating with external HR, payroll, accounting, or legal advisors as needed.
Acting as backup support when the founder or senior team is unavailable.

Clinic Operations Management:

As the clinic launches, you will help manage daily operations, including:

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

Autism / ABA Clinic Support:

The role will also support the business side of an Autism / ABA clinic, including:

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

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

Ideal Candidate:

We are looking for someone who is:

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 things may not yet be fully structured.
Professional, calm, and good with families, clinicians, and vendors.
Willing to grow with the clinic over time.

Required Qualifications:

3+ years of experience in bookkeeping, office management, clinic administration, payroll, or small business operations.
Experience with QuickBooks, 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.

Preferred Qualifications:

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:

Compensation will be based on experience and whether the role begins part-time or full-time. We are open to discussing a flexible structure for the right candidate, with the opportunity to grow into a senior clinic operations leadership role as the clinic expands.

Why Join Us?:

This is a unique opportunity to join at the early stage of building a meaningful Autism / ABA clinic in the Halton Region. You will have the chance to help shape the clinic’s operations, systems, culture, and growth from the beginning.

This role is ideal for someone who wants more than a routine bookkeeping or admin job — someone who enjoys being the person the founder can trust to keep the business organized, compliant, and moving forward.

How to Apply:

Please send your resume and a short note explaining your experience with bookkeeping, payroll, HR administration, and clinic or small business operations.

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