Front Desk Associate

About Kinetic Labs

At Kinetic Labs, we stand at the intersection of cutting-edge technology, genuine human connection, and specialized care for active individuals. We've built a modern healthcare experience where data-driven approaches enhance rather than replace the human touch, helping people get back to what moves them.

Our clinic combines evidence-based treatments with personalized attention to provide comprehensive care. We use advanced assessment and recovery tools to evaluate movement patterns and tailor treatments to each client's specific activities, goals, and recovery needs.

About the Role

At Kinetic Labs, we help people understand their recovery so they can get back to what moves them. As our Front Desk Associate, you’re the first and last impression our clients have – you set the tone. You’ll be the go-to for scheduling, communication and creating a warm, welcoming environment for clients and therapists alike.

We’re looking for someone who’s proactive, detail-oriented and thrives in a collaborative space where healthcare feels human, not clinical.

Primary Job Responsibilities

• Client Experience: Greet clients warmly and guide them through their appointments
• Scheduling and Coordination: Book, reschedule and confirm appointments using Jane, our clinic management system.
• Administrative Support: Handle payment, insurance billings, manage forms, and maintain accurate client records
• Clinic Operations: Ensure a clean, organized and calming clinic environment
• Problem Solving: Troubleshoot scheduling issues or client needs with a solutions-first mindset.

Communication and Collaboration

• Act as a liaison between therapists and clients to ensure seamless service
• Respond to emails and phone calls promptly and professionally
• Communicate scheduling or care updates clearly and promptly
• Share client feedback and ideas with the leadership them to help us grow
• Coordinate internally to support daily clinic flow and team efficiency

Brand Experience

Every interaction should reflect the Kinetic Labs identity:

• Raise the Bar: You’re organized, reliable and always looking for ways to make our systems better and our service more consistent.
• Give a Damn: You show care in the details - how you greet clients, follow through on tasks and support your teammates.
• Evidence, Not Assumptions: You lean into structure, follow clear processes and share insights that help the team make better decisions.
• Make Healthcare Pleasant: You create a space where clients feel at ease - welcomed, supported and confident that they’re in good hands.

You’re not just answering phones – you’re curating an experience where healthcare feels personalized, consistent and stress-free.

About You

• Warm, clear communicator who makes others feel at ease
• Organized and efficient - able to juggle multiple priorities gracefully
• Comfortable using scheduling software and digital tools (Jane, Slack, Notion, etc.)
• Able to anticipate needs and take initiative
• Previous experience in a clinic, wellness, fitness or hospitality setting is a strong asset
• Flexibility to work at both locations, East Bayfront & Downtown
• Available weekends (Saturday & Sunday) & weekday afternoon/evening

Compensation and Benefits

• Competitive hourly wage ($18-21/hour)
• Discounted access to clinic services
• Supportive, people-first culture where your contributions are valued

Inclusion and Equal Opportunity Employment

At Kinetic Labs, we’re committed to creating a space where everyone feels safe, respected, and supported. We welcome applicants from all backgrounds, identities and lived experiences. We believe a diverse team leads to better outcomes - for our clients, our business and our community.

Job Type: Part-time

Pay: $18.00-$21.00 per hour

Work Location: In person