Wellness Coordinator

Wellness Coordinator

As a Wellness Coordinator, you will play an important role in creating a welcoming and positive experience for our clients. You will be responsible for managing front desk operations, coordinating appointments, assisting clients with their needs, handling payments, and supporting the care team in providing excellent client service.

Specific Responsibilities:

A. Administrative Work (Client-related)

1. Maintain accurate and organized client records, progress notes, and other documentation in compliance with clinic policies and legal regulations.
2. Assist in organizing client files and streamlining client journeys, including the management of the appointment calendar of the clinic.
3. Accept deliveries and mail, organize them to be distributed to the correct recipients, and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup.
4. Assist in coordinating appointments, follow-ups, and referrals based on client needs and clinic protocols.
5. Function as a cashier to receive payments from clients, as well as coordinate with accounting for financial reports.
6. Coordinate the scheduled appointments of the clients and ensure timely payments are made prior to the availment of service.
7. Coordinate necessary forms to be filled out by the clients and organize these to be used by the care team.
8. Coordinate and help with the inventory management of the division to ensure session and studio materials are well kept and properly handled.

B. Client Relations

1. Greet and assist clients upon arrival, including attending to their initial inquiries and service needs.
2. Respond promptly to new and existing client inquiries across all official communication platforms, including but not limited to the website, SMS, Viber, and social media.
3. Proactively follow up with existing clients regarding inquiries, appointments, services, and other pending concerns to ensure timely and continuous client engagement.
4. Identify and recommend relevant additional or complementary services to existing clients based on their needs, including appropriate upselling and cross-selling opportunities.
5. Coordinate necessary documentation and updates with clients and the care team, including reports, video updates, and other required files.
6. Collaborate with the care team in addressing client concerns and providing timely administrative, logistical, and service-related support.

C. Sales Tracking and Revenue-related tasks

1. Ensure timely tagging and updates of the sales tracker.
2. Assist in promoting the clinic’s services and provide clients with information regarding available services and programs.
3. Issue sales invoices to the clients and coordinate with the necessary departments to ensure continuous issuance of invoices.
4. Suggest extra items (cross-selling) or upgrades (upselling) to boost sales.

D. Training and Development

1. Participate in ongoing professional development and training opportunities to further your knowledge of client care techniques, communication, mental health, functional medicine, and client care techniques.
2. Attend regular team meetings and case conferences to contribute insights and stay informed about clinic developments.

Qualifications:

• At least 1–2 years of experience as a Receptionist or Front Desk Receptionist.
• Experience in sales and customer service is highly preferred.
• Experience in a clinic, wellness, beauty, aesthetic, or service-oriented industry is an advantage.
• Good communication and interpersonal skills.
• Pleasant, professional, and client-oriented.
• Organized, detail-oriented, and able to multitask.
• Experience in handling payments and appointment scheduling is an advantage.
• Basic knowledge of Microsoft Office.
• Willing to learn about the clinic’s services and programs.