[Hiring] Scheduler & Onboarding Coordinator @Mud Club Inc.

Role Description

The Scheduling & Onboarding Coordinator is the front door to Mud Club. You’re the first friendly voice families meet, the person who helps them get settled, and the hub that keeps our weekly schedule running smoothly. You’ll work closely with our Clinical Director, OT and OTA team, and Admin to support growth and ensure every family starts with confidence and clarity. This is a non-clinical, full-time remote position with structured training, lots of variety, and room to grow.

What You’ll Do

• Onboarding & Intake
  • Host new inquiry calls with families (script + training provided)
  • Gather key details to help with proper group placement
  • Walk families through first steps in our onboarding process
  • Coordinate and share welcome call scheduling with the OTA
• Scheduling & Weekly Operations
  • Manage weekly scheduling, reschedules, pauses, and cancellations
  • Maintain and update our master roster and member placement lists
  • Coordinate attendance updates with the Billing Administrator
  • Communicate with families regarding schedule changes
  • Keep gamertags, usernames, and platform info organized and up-to-date
  • Support smooth daily operations across the therapy, admin, and tech teams
• Communication & Collaboration
  • Serve as an approachable contact for parents during onboarding
  • Work closely with our OTA Team, Admin and Billing Specialist, and Group Program OT
  • Help identify gaps in processes and contribute to ongoing improvements

Qualifications

• Experience in scheduling, customer service, operations, admin, or coordination
• Excellent communication skills — warm, clear, confident
• Comfortable speaking with families and guiding conversations
• Skilled with tech (Microsoft Teams, spreadsheets, calendars, Minecraft, VR)
• Strong organization and ability to manage moving parts
• Calm under pressure and able to pivot when needed
• A collaborative mindset — you love working with a supportive team
• Interest in gaming culture or neurodiversity is a bonus (not required!)

Preferred (But Not Required) Experience

• Background in education, CYCP, healthcare admin, or community programming
• Familiarity with Minecraft, Meta Quest, or youth digital platforms
• Experience supporting neurodivergent children or families
• Remote work experience in a fast-paced environment

Benefits

• Fully remote, engaging and fast-paced work culture
• Supportive interdisciplinary team
• A mission-driven environment where kids thrive through play
• Growth opportunities in operations, leadership, and systems
• Competitive compensation with benefits
• Meaningful work that actually makes a difference

Compensation

CAD $60,000 per year

How to Apply

Complete the application form and questionnaire.