Scheduler – Onboarding Coordinator

Toledo Mud Hens

Scheduler & Onboarding Coordinator at Mud Club, supporting onboarding and scheduling for neurodivergent kids. Engaging families via call and managing therapy schedules in a fully remote environment.

Posted 5/26/2026full-timeRemote • 🇨🇦 CanadaMid-LevelSenior💰 CA$60,000 per yearWebsite

About the role

Key responsibilities & impact

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
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
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

Requirements

What you’ll need

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

Comp & perks

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

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

schedulingcustomer serviceoperationsadministrationcoordinationorganizationprocess improvementsupporting neurodivergent children

Soft Skills

communicationcollaborationcalm under pressureadaptabilityapproachability