Clinical Account Coordinator

ABOUT US

Trexo Robotics is enabling mobility by building powered wearable robots. Our first product is a robot for children with movement disorders such as Cerebral Palsy, and it allows kids to walk, in many cases, for the first time in their lives. The device is currently being used by hundreds of families and the best hospitals across North America.

We are constantly working towards building mobility solutions for all. At Trexo Robotics, you will find a flat organization where you can work with highly optimistic, low ego, and exceptionally talented individuals who look forward to solving hard problems.

ABOUT THE JOB

We are looking for a Clinical Coordinator to join our growing team. On a daily basis, you will support the post-sale customer journey, managing the clinical coordination and entire account lifecycle from initial client handoff to seamless onboarding. You will oversee crucial contract and documentation management, including size upgrades, renewals, and record keeping. But this job isn't just about processes; you will be the go-to administrative partner for our customers and clinical staff.

This position is hybrid (3 days in our office in Mississauga).

ABOUT YOU

You are a highly motivated and organized professional who takes full ownership and responsibility for your work, effectively managing your own day and prioritizing tasks to meet deadlines. A quick learner with strong problem-solving skills, you effortlessly navigate new challenges, technical systems, and clinical workflows. Your empathetic approach to client interaction is coupled with excellent communication. Finally, you are detail-oriented and love asking "why" many times until you understand something from first principles.

WHAT YOU'LL DO:

Clinical Team & Training Support

• Coordinate and schedule clinical onboarding (including coordination within the active sales process).

• Support scheduling clinical check-ins, consultations, and other essential meetings between families and our Clinical Specialists.

• Act as the primary bridge for simple user support, assisting families with basic troubleshooting (e.g., password resets) and smoothly redirecting complex clinical or technical inquiries to either the clinical team or customer success engineer.

Contract Administration

• Prepare, send, track, and manage customer contracts, renewals, and amendments.

• Coordinate contract-related changes, specifically handling the logistics and paperwork for device size upgrades and renewals.

• Maintain highly organized digital records of executed clinical contracts and correspondence.

Device Updates & Recalls

• Coordinate scheduled hardware and software upgrades for devices currently in the field.

• Manage the administrative, communication, and tracking side of product recalls and safety notices to ensure compliance and safety.

Research & Project Coordination

• Directly support the completion of the Trexo Home Study.

• Collaborate closely with families, researchers, and internal teams to ensure timely clinical data collection, tracking, and reporting.

REQUIRED SKILLS AND EXPERIENCE:

• Bachelor’s degree in Healthcare Administration, Kinesiology, Health Sciences, Business, or a related field.

• at least 3 years of experience in clinical coordination, healthcare administration, customer success, or patient relations.

• Strong understanding of contract administration, scheduling logistics, and client lifecycle management.

• Excellent communication and deeply empathetic interpersonal skills, with the ability to manage multiple families and clinical schedules simultaneously.

• Proficiency in scheduling software, CRM systems, and Microsoft Office Suite.

• Detail-oriented, organized, and comfortable working in a fast-paced, medically regulated environment.

NICE TO HAVE:

• Experience with or interest in the tools we use to streamline operations is a plus:

  • Airtable (process tracking & automation)

  • Zapier (workflow automation)

  • PandaDoc (contract management)

  • Notion (internal wiki)

  • Stripe / Affirm (payments and financing)

  • AI assistants like ChatGPT, Claud (AI automation tools)

Work Authorization: Please note that we are unable to provide visa sponsorship or support work authorization applications. We can only consider candidates who already have the legal right to work in the location they are applying for.

AI in Recruitment: At Trexo Robotics, we use artificial intelligence (AI) tools to support our recruitment process. AI helps with tasks like resume screening, drafting job descriptions, creating interview questions, and occasionally sourcing candidates. Final hiring decisions are always made by our team. Our goal is to use AI responsibly to streamline administrative tasks, improve candidate experience, and maintain fair, unbiased hiring practices aligned with industry standards.