Administrative & Bookkeeping Coordinator

Calgary, Alberta (In-Person) | Full-Time | 40 Hours per Week | Employee Annual Salary

About Us

We are an established and growing business with a 25+ year history of creating purposeful health and wellness impact. We teach people how to eat well and still have a life!

Our team of private practice Registered Dietitians provide scientific, evidence-based services to help individuals and companies achieve improved health, mental health and wellness. Our certified practitioners deliver one-on-one health coaching, professional speaking engagements and consulting support that is grounded in compassion, collaboration, and customization. We believe in providing peace of mind by creating supportive, client-centered experiences that meet people where they are.

Our team offers local and digital nutrition consulting services for both consumers and business:

• We are leaders in both in-person and virtual nutrition counseling for individuals, families, and employees at work.
• We offer professional speaking engagements, online learning, and workplace nutrition solutions for corporate wellness programs.
• As consulting experts for the food and grocery industry, we help to elevate the marketing initiatives, strategy, and innovation of healthy brands.
• We continue to create one-of-a-kind online courses and digital nutrition resources that solve the most common nutrition and health challenges for individuals and corporations.

Food. It sounds so simple but can often be hard to figure out. Like you, we seek a balanced lifestyle that nourishes good health but also satisfies the soul. Our mission is to empower people to create a healthy and joyous relationship with food and your body. This means getting enough nerdy nutritious foods for health while also saving room for soulful foods chosen exclusively for taste and social fun like nachos and dessert.

We prioritize a company culture where customers and our internal team will feel a sense of pride, positivity and purposeful living as a result of the experiences at our company.

Job Summary

We are seeking a meticulous, warm and highly organized Administrative & Bookkeeping Coordinator to join our in-person team in Calgary. This is a full-time employee role (40 hours per week) that keeps the financial and operational side of our practice accurate, current and running smoothly.

This role combines office administration, income-side bookkeeping, client care and support to our CEO. You will process client payments, create invoices, manage accounts receivable, and produce the dated invoices our clients need for insurance reimbursement. You will also be the first warm face our clients meet when they walk through our door.

Our clients often arrive feeling anxious, and some are navigating mental health concerns or medical conditions. Your warmth at the front desk is part of their care, not separate from it. Equally, our team, our clients and our external bookkeepers rely on your accuracy. In this role, precision is a form of kindness.

As a key member of our team you will embody our company values of clarity, compassion, credibility and collaboration in every interaction. You will report directly to our CEO and Founder, and you will have your own private office with a window in our beautiful office.

Key Responsibilities

Financial Administration & Bookkeeping (income side only)

• Process client payments daily and audit our payment platform for accuracy
• Create invoices in QuickBooks for every sale and payment plan instalment, and apply payments accurately, including refunds and program changes
• Produce dated appointment receipts that clients require for insurance reimbursement, verified for accuracy
• Audit accounts receivable weekly and at month end, and flag overdue accounts early
• Prepare the monthly package for our external bookkeepers so our records are clean and complete

Client Experience & Office Administration

• Welcome and greet in-person clients with warmth and calm, and help them feel at ease before their appointment
• Manage our main inbox daily, responding to and routing inquiries with professionalism and care
• Support team logistics including technology setup and electronic medical record housekeeping
• Handle client concerns and general inquiries following our established procedures
• Keep our office, practitioner offices, handouts and supplies stocked and welcoming

CEO & Team Support

• Provide executive assistant support to our CEO including booking calls, calendar support, weekly mail pickup, and team birthdays and appreciation
• Receive, acknowledge and book speaking engagement and workplace wellness inquiries, and prepare confirmation and logistics packages
• Support our sales team with lead entry into our CRM and first response when they are at capacity
• Assist with renewals administration and our referral programs

Marketing, Systems & Efficiency Support

• Schedule social media posts across Facebook, Instagram and LinkedIn using content our marketing team has already created
• Draft our weekly newsletter based on our blog content
• Maintain our data tracking spreadsheets including our business dashboard, leads to sold tracking, paid ads tracking and weekly sales tracking
• Own, update and improve our administrative procedures so our practice is never dependent on one person’s memory
• Work with our CEO and IT support to bring technology and AI solutions into our practice, beginning with automating repetitive administrative work to free up time for new growth projects

Who You Are

• Meticulous and detail-oriented: you take real satisfaction in getting things right, and a reconciled account is quietly satisfying to you
• Consistent, reliable and dependable: you do what you say you will do, without needing reminders
• Honest and high integrity: when you make a mistake you name it early and fix it, because you know hiding an error costs the team more
• Warm, calm and welcoming: you have a gift for putting anxious people at ease
• Anticipatory: you think ahead for the people you support rather than waiting to be told
• Methodical and systematic: you like sequence, order and bringing things to completion
• Comfortable with detailed, repetitive work: high volume does not cause you to lose precision
• Self-motivated and self-directed: you manage your own workload and priorities well
• Curious about technology: you enjoy learning new tools, including AI, and finding better ways of working
• Emotionally intelligent and discreet: you are trustworthy with confidential health information
• Open to feedback: you treat it as useful information rather than criticism
• A collaborative team player: you enjoy contributing to shared goals and you are also comfortable working independently
• Personally passionate about health and wellness: you walk the talk and live your values
• Professional and ethical: you understand that in a regulated health practice, our reputation is carried in every invoice, email and interaction

Qualifications

• Post-secondary education required (diploma, degree or certification in any field related to this job description)
• 2+ years in an administrative, bookkeeping, accounting support or medical office coordination role
• Demonstrated experience with invoicing, payment processing or accounts receivable. A bookkeeping certificate or diploma is an asset but is not required, as training will be provided on our specific systems and procedures
• Medical office administration training or experience is considered a strong asset
• Experience with QuickBooks or comparable accounting software is an asset
• Strong computer and spreadsheet skills, including Microsoft 365 and Excel
• Comfort learning new platforms. Our systems include QuickBooks, Helcim, Practice Better, Active Campaign, Calendly, Zoom, 1Password, Claude AI. Training is provided
• Strong understanding of health and wellness and personal value for maintaining a healthy lifestyle
• Excellent written and verbal communication skills and a high level of professionalism
• Able to work in person at our Calgary office
• A satisfactory criminal record check is required as a condition of employment

This Role is a Great Fit For You If

• You genuinely enjoy detailed, accurate work with numbers and records
• You want to be the trusted person who holds the details so a team can do meaningful work
• You like variety in your day, moving between finance, client care, and supporting projects
• You want to work somewhere your work has visible purpose and you know everyone by name
• You are excited about learning technology and AI tools and using them to make work better

This Role Is NOT a Fit If

• You prefer work that is entirely people-facing with no detailed administrative or financial responsibility
• You find repetitive, precision-based tasks draining rather than satisfying
• You are looking for a remote or hybrid position, as this role is fully in person
• You are seeking a purely bookkeeping or accounting role without client-facing and administrative responsibilities
• You prefer a large corporate environment with narrowly defined duties

Compensation Package

• $50,000 annually, based on a full-time schedule of 40 hours per week
• This salary reflects the scope and responsibilities of the role
• We meet at 12 months to celebrate your wins and review your compensation. We are always glad to reward strong results, guided by how the business is doing

Schedule

• 40 hours per week, in person at our Calgary office
• Monday to Friday during regular business hours.
• No evenings and no weekends to respect work life balance for you and your family

Perks & Benefits

• Health spending account
• Your own private office with a window in a beautiful office
• Free on-site parking
• Flexibility for time off and vacation
• Team appreciation activities and celebrations
• Training and development support
• Respect for work-life balance is honoured
• Opportunity to attend team social activities
• A beautiful, bright office and a close-knit caring team
• Work that makes a real difference in people’s health and lives

Growth Opportunities

This role has room to grow. One of our first projects together will be using technology and AI to automate the most repetitive parts of the administrative workload in collaboration with our IT. As that time is freed up, this role expands into greater support for our CEO, our workplace wellness and corporate speaking growth, and process improvement projects across the practice. We invest in our team and we value people who want to grow with us.

How to Apply

If you are someone who takes pride in accuracy, enjoys making people feel welcome, and wants your work to matter, we would love to meet you.

Due date for applications: Applications are reviewed as they are received. Priority will be given to applications received by July 31, 2026. This posting will remain open until the position is filled.

Start date: As soon as possible. We are able to accommodate a standard two weeks notice to your current employer.

EMAIL your application to: admincareers@healthstandnutrition.com

Attention: Andrea Holwegner, CEO and Founder, Health Stand Nutrition Consulting Inc.

Please use this exact subject line: Admin & Bookkeeping Coordinator – [Your First and Last Name]

Applications submitted through job board messaging systems will not be reviewed. Please email us directly.

Important: In addition to your resume please submit a cover letter that answers the following questions:

1. What prompted you to apply for this position?
2. After reviewing the job description and our company website, what professional skills and experience do you have that you feel you can offer our business?
3. After reviewing the job description and our company website, what about our practice personally appealed to you?
4. Do you enjoy wellness, food, cooking or some aspect of healthy living? If so how?
5. What are you looking for most from our team/practice both personally and professionally?
6. Tell us about your experience with invoicing, payments, accounts receivable or bookkeeping. Which software or systems have you used?
7. Tell us about a time you caught an error that others had missed. Then tell us about a mistake you made that reached a client or customer, and how you handled it.
8. What is one piece of technology or an AI tool you have taught yourself to use, and what did you use it for?

Before submitting your application it is strongly recommended that you review our company website and get a good feel for our company values, services and whether you would be a good fit. Visit www.healthstandnutrition.com.

We look forward to connecting with you!

 Are you a Dietitian interested in our practice?

We are always looking for right-fit team members. Let’s chat!

If you’d like to learn more about Dietitian job opportunities at our practice and are interested in a short virtual “meet and greet” with Founder and CEO Andrea Holwegner to explore our practice, send us an email to careers@healthstandnutrition.com. This is a great opportunity to learn about Health Stand Nutrition and assess if this may be a good fit for you now or in the future. If this job opportunity resonates with you, we’d love to book a virtual coffee date with you.

Registered Dietitian: Private Practice Nutrition Counselling 

Our practice continues to grow and we have clients ready to be seen. Are you a Registered Dietitian with a passion for nutrition counselling? We are looking for a friendly, team-oriented, collaborative consulting Dietitian to join our practice in a primary nutrition counseling role.

We are especially interested in team members with experience or an interest in growing their skills in nutrition support for eating disorder recovery and/or digestive health issues such as IBS, while also welcoming Dietitians with strengths in other areas that would complement our team.

This is a unique opportunity for Dietitians who enjoy teaching the science of nutrition and meal planning, and who are also curious about the deeper layers of behaviour change, psychology, motivation, and why we eat what we eat.

This opportunity is a perfect fit if you:

• are looking for a primary role, not a side-hustle opportunity.
• are someone who wants to spend more time counselling right-fit clients in your specific area of expertise and connect with other Dietitians on a team to share best practices.
• are an individual or parent who values flexibility and control over your schedule and is also committed to dedicating a meaningful portion of your week – at least 3 full days (or at least 18-24 hours of client booking spots within a week) primarily within business hours – to client care.
• love being a Dietitian and working with clients on education and nutrition counselling, but don’t have the time or interest in the business side of running a private practice.
• may have many years of experience as a Dietitian in public health and are ready for a change that allows you flexibility, meaningful client relationships, and the reward of working with clients highly motivated to change and seeking longer term support.
• want to work as part of a collaborative team, not as a solo practitioner working alone.
• are excited by the idea of learning, mentorship, specialty growth, and contributing to a team’s shared success.

Overall Position:

• Contractor (independent) Dietitian
• Preference if you are geographically located in Calgary to see clients at our beautiful natural-light office and by virtual videoconference as part of a hybrid work environment but we are also open to remote team members if they are the right fit
• We are specifically looking for team members with expertise and/or an interest to grow in one or more of the following areas:
  • Eating disorders and disordered eating
  • Gastrointestinal health, IBS and the low FODMAP diet
  • Mental health, psychology and behaviour change
  • Emotional eating, intuitive eating, dieting recovery and weight concerns through a weight neutrality philosophy
  • Menopause and women’s health
  • Pediatric nutrition and feeding concerns
  • Family nutrition and meal planning
  • Integrative medicine & longevity
  • Let us know if you have an area of specialty that could complement our practice
• Our clients are diverse from all across Canada and we are especially interested in Dietitians who speak other languages, particularly Mandarin, Punjabi, Spanish and French, and who have familiarity with global cuisines and culturally responsive care.
• Booking times are flexible, mostly during normal workday hours.
• This role is designed for availability starting at 3 days per week (or at least 18-24 hours of client booking spots within a week) for bookings, with a current caseload of motivated clients ready to be seen and the opportunity to expand your schedule over time in a way that fits your version of work-life balance.
• Our onboarding is gradual and supportive, including training and shadowing.
• Evening work is limited and shared across the team, and we do not offer weekend work because we value sustainable practice and work-life balance.
• Flexible start times are available within your set workdays.
• Time off and vacations can be planned in advance while maintaining the consistency clients need for continuity of care.

Benefits of This Opportunity:

Work within an established private practice of over 25 years that offers you support:

• Collaboration: Share best practices, resources and diverse expertise with like-minded collaborative peers.
• Right-fit Client Bookings: Receive referrals for your area of expertise from your connections, our marketing efforts, our sales process, and from other members of our team.
• Stable Client Load: Because our clients are enrolled in packages of ongoing sessions rather than one-off bookings, schedules build with continuity and stability, often becoming consistently full within the first few months.
• Systems: Training, mentorship and onboarding are provided to give you a solid foundation of resources from over 25 years of business, while still allowing you to bring your own personal flair, resources and favourite ways to educate.
• Mentorship & Growth: Grow your specialty areas, strengthen both clinical and soft skills, receive collaborative case support, and benefit from monthly team learning with guest experts and topics our team is asking for.
• Corporate Opportunities: There are future growth opportunities and mentorship in delivering speaking engagements to corporate audiences and supporting workplace wellness work.
• Flexibility: Control over your booking schedule through flexible start times and advance planning around personal, family and vacation schedules, while maintaining a consistent weekly schedule for clients.
• Business Support: Our practice manages the time-intensive and financial cost of running a business such as administrative support, sales calls, physical office costs, advertising, marketing, graphic design, website costs, nutrient analysis software, accounting, electronic medical charts, secure cloud storage, compliant videoconference technology, supplies/resources, office phone/fax/internet, merchant fees and more.
• Engaged Clients: Work with highly motivated clients who are committed to health and want to change their lifestyle. Experience the reward of watching people change and grow over time because of your ongoing counselling advice and longer term relationships.
• Work Environment: Enjoy a mix of in-person and virtual care in a beautiful, bright office space that feels energizing and connected, rather than spending your days working alone on a screen from home.
• Team Culture: We invest in our team’s growth and connection through optional social events and a fun, collaborative environment.
• Career Path: We offer a meaningful progression pathway within our contractor model. Contractor rates tier up based on tenure hours at our practice, investment in learning and skills development, and demonstrated team collaboration that amplifies our core value of collaboration and helps move us toward our envisioned future.

How This Role Is Structured:

This is a contractor role with a competitive clinical rate for client-facing work.

We take care of client flow, marketing, lead generation, sales, administration, and operations so you can focus on delivering high-quality client care.

There are minimal non-client expectations, which we’re happy to walk through together during the interview process.

This role is for Dietitians who:

• are seeking a primary nutrition counseling role (3+ days/week or at least 18-24 hours of client booking spots within a week)
• want to focus on client care without having to build and run their own business
• value collaboration, mentorship, learning and team contribution
• want to build long-term client relationships and deeper expertise in specific areas of practice
• are aligned with our values of clarity, compassion, credibility and collaboration

This role is NOT for:

• those looking for occasional evening or weekend work as we have a high caseload of clients waiting to be seen regularly
• Dietitians seeking a side practice alongside a full-time role
• individuals whose goal is to run their own independent business
• clinicians who prefer to work primarily independently rather than as part of a collaborative team
• those primarily focused on billable hours without interest in team contribution, mentorship or shared growth
• individuals not seeking a consistent weekly schedule or long-term client relationships

Qualifications:

• Registered Dietitian
• Malpractice insurance
• Excellent interpersonal, teaching, communication and leadership skills. Strong ability to translate the complex science of nutrition into practical, easy-to-understand messages for the general public.
• Confident, encouraging, highly energetic and keen to motivate clients.
• Enjoys meal planning, cooking and creative solutions using a non-dieting approach for a variety of lifestyles and nutrition challenges.
• Last but not least, we want someone that is a team player and likes to have fun.

Application Submission Details:

EMAIL your application to: careers@healthstandnutrition.com

Attention: Andrea Holwegner, CEO, RD, Health Stand Nutrition Consulting Inc.

Important: In addition to your resume please submit a cover letter that answers the following questions:

1. What prompted you to apply for this position?
2. After reviewing the job description and our company website, what professional skills and experience do you have that you feel you can offer our business?
3. After reviewing the job description and our company website, what about our practice personally appealed to you?
4. Do you enjoy wellness, food, cooking or some aspect of healthy living? If so how?
5. What are you looking for most from our team/practice both personally and professionally?
6. Which days and times each week are you available? Approximately how many hours per week would you like to work (or need to work)?
7. Do you have a blog or public social media to share?

Before submitting your application it is strongly recommended that you review our company website and get a good feel for our practice and whether you would be a good fit. Visit www.healthstandnutrition.com.

We look forward to connecting with you!

We are always looking for right fit team members. Let’s chat!

If you’d like to learn more about this role and are interested in a short virtual “meet and greet” with Founder and CEO Andrea Holwegner to explore our practice, send us an email to careers@healthstandnutrition.com. This is a great opportunity to learn about Health Stand Nutrition and assess if this may be a good fit for you now or in the future. If this job opportunity resonates with you we’d love to book a virtual coffee date with you.

What do a Few of the Dietitians at Our Practice Have to Say?