Booking Coordinator

Entity: WELL Health Clinic Network Inc.
Position Title: Bookings Coordinator – Ottawa
Department: - Management- Preventative
Reports To: Business Development Director
Job Class: Full Time
Work Location: Ottawa
Salary Range: $55,000 - $60,000 annually

About the Company:

WELL is an innovative technology-enabled healthcare company whose overarching objective is to positively impact health outcomes by leveraging technology to empower and support healthcare practitioners and their patients. WELL has built an innovative practitioner enablement platform that includes comprehensive end-to-end practice management tools inclusive of virtual care and digital patient engagement capabilities as well as Electronic Medical Records (EMR), Revenue Cycle Management (RCM) and data protection services. WELL uses this platform to power healthcare practitioners both inside and outside of WELL’s own omni-channel patient services offerings.

WELL owns and operates Canada’s largest network of outpatient medical clinics serving primary and specialized healthcare services and is the provider of a leading multinational multidisciplinary telehealth offering. WELL is publicly traded on the Toronto Stock Exchange under the symbol “WELL”. To learn more about the company, please visit: www.well.company.

Position Summary:

We are seeking a proactive, organized, and relationship-focused Bookings Coordinator to support INLIV’s Longevity Assessments programs in Ottawa. Reporting to the Business Development Director, you will coordinate bookings for corporate and private clients, manage client outreach, and support corporate account relationships.

This role combines appointment coordination, inside sales, account management, and business development support. Working closely with Business Development and Medical Operations, you will help clients understand and prepare for their assessments, support booking targets, and contribute to a seamless client experience.

What you will be doing:

Bookings and Client Engagement

• Coordinate bookings for Longevity Assessments and Essentials programs for corporate and private clients.
• Prepare clients for their appointments by sending confirmation packages, explaining the assessment process, and sharing approved preparation instructions.
• Manage and refine email and telephone outreach to newly eligible clients, returning clients, and prospective private clients, completing approximately 50–75 calls and emails per day.
• Coordinate off-site Longevity Assessment visits for corporate clients in collaboration with internal teams.
• Record outreach, booking activity, and follow-up actions in the CRM, and identify and document key corporate contacts.
• Work toward meeting or exceeding monthly Longevity Assessment booking targets.
• Track daily, weekly, monthly, and quarterly bookings to support reporting to management and Finance.
• Update the Longevity Assessments dashboard weekly with key performance metrics.
• Provide input on physician scheduling to support anticipated booking volumes and budget requirements.
• Coordinate with the Medical Director when questions arise about a client’s suitability for the program.

Corporate Account Management

• Obtain, maintain, and update corporate client eligibility lists and associated CRM records.
• Build and maintain relationships with corporate HR contacts through regular check-ins and feedback calls.
• Coordinate the preparation and delivery of reports for designated corporate accounts.
• Support the launch and onboarding of new corporate accounts.
• Develop additional account reports as required, following applicable privacy requirements and information-sharing procedures.

Business Development Support

• Conduct email and telephone outreach campaigns to reconnect with inactive and former clients.
• Identify opportunities to introduce clients to other relevant INLIV programs during the booking process.
• Identify potential corporate business opportunities within the existing client base.
• Act as a point of coordination between Business Development and Medical Operations.
• Collaborate with Medical Operations on initiatives to improve the client experience and program offerings.
• Build prospect lists and provide sales administration support for outreach activities.
• Support proposals, sales coordination, and onboarding activities for new corporate clients.
• Coordinate proactive sales lead submissions for new and existing clients, ensuring timely documentation, routing, and follow-up.

You have:

• Two to three years of inside sales experience.
• Confidence communicating professionally with executives and corporate contacts.
• Experience using a CRM to maintain accurate records, track outreach, and manage follow-up activities.
• Proficiency in Microsoft Office, including Excel, Word, and Outlook.
• Strong relationship management skills and a client-focused approach.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail, with the ability to manage bookings, outreach, and account priorities.
• Comfort working toward activity and booking targets in a busy environment.
• The ability to work independently and collaborate effectively across teams.
• Experience in the medical or healthcare industry is an asset.

The salary for this position falls within a defined range and will be determined based on several factors, including the candidate’s experience, qualifications, skills, and the needs of the organization. At WELL, we are committed to fair and equitable compensation and aim to provide a competitive salary that reflects the value and expertise of the successful candidate.

WELL is committed to fostering a diverse, inclusive, and accessible workplace. We welcome and celebrate the diversity of applicants and team members across ability, race, gender identity, sexual orientation, and lived experience. We strive to create an environment where differences are valued and contribute to our collective success – this is the WELL Way.

This recruitment process uses automated tools, including artificial intelligence, to help review applications. Qualified human decision-makers review these results and make all final hiring decisions.

WELL has been independently certified as a Great Place to Work® by Great Place to Work Institute® Canada, an achievement that reflects the company’s strong commitment to creating a workplace culture centered on trust, inclusivity, and employee well-being, aligning with its ‘Healthy Place to Work’ ESG strategy pillar. Learn more in our Sustainability Impact Report.

Want to read more about us? Visit https://stories.well.company/.

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