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Part-Time Billing & Finance Administrator

Psychotherapy In The City is a growing group psychotherapy practice based in Toronto. We are looking for a reliable, detail-oriented Part-Time Billing & Finance Administrator to support the clinic’s day-to-day billing, payment tracking, and basic bookkeeping processes.

 

This is a part-time, Canada-based remote role and a key support position within our operations. You will work closely with the Practice Owners and collaborate with our external accountant to help ensure billing and payment processes run smoothly for both therapists and clients.

 

This role is focused on organization, accuracy, and follow-through rather than financial strategy or tax work.

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What You’ll Be Responsible For

 

Billing & Payment Support

  • Issuing client invoices and receipts

  • Receiving, reviewing, and organizing therapist invoices

  • Tracking payments and outstanding balances

  • Following up on overdue invoices in a professional, respectful way

  • Ensuring billing records are accurate and up to date

 

Bookkeeping Support

  • Entering and organizing financial data for bookkeeping purposes

  • Assisting with transaction tracking and reconciliation

  • Supporting clean, organized records for review by our external accountant

  • Flagging missing information or discrepancies as they arise

 

(Note: Year-end accounting and tax filing are handled by an external accountant.)

 

Payroll & Contractor Support

  • Tracking therapist sessions and payment amounts

  • Preparing payment summaries for approval

  • Supporting timely and accurate contractor payments

  • Maintaining clear and organized payment records

 

Communication & Operations Support

  • Acting as a point of contact for billing- and payment-related questions

  • Communicating clearly with therapists regarding invoices or discrepancies

  • Supporting smooth coordination between therapists, owners, and accounting

 

What We’re Looking For

 

Required

  • Experience with billing, bookkeeping, or administrative financial support

  • Strong attention to detail and organizational skills

  • Clear, professional written communication

  • Ability to work independently and manage deadlines

  • Comfort handling confidential financial information

 

Assets (Nice to Have)

  • Experience using QuickBooks or similar accounting software

  • Experience in healthcare, mental health, or wellness settings

  • Familiarity with practice management or billing platforms (e.g., OWL Practice)

  • Experience supporting contractor or commission-based teams

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Important Role Clarity

  • This is not a CPA, accounting, or financial strategy role

  • The role focuses on day-to-day billing, payment tracking, and admin support

  • Financial strategy, tax filing, and year-end reporting are managed externally

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Why Join Psychotherapy In The City

  • Supportive, values-driven clinical environment

  • Clear role boundaries and expectations

  • Flexible, part-time remote work

  • Meaningful work supporting therapists and mental health care delivery

  • Opportunity to grow alongside a well-established and expanding practice

 

How to Apply

Please submit your resume and a brief cover note outlining your relevant experience.

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