SR Client Coordinator

Job Description

Overview

The Senior Client Coordinator directly supports organizational objectives through clinic sales, consultations, operational performance, customer engagement, and loyalty activities. This role involves fostering positive relationships with internal and external customers and vendors while ensuring all procedures and practices are performed per company guidelines.

In this position, the Senior Client Coordinator is expected to demonstrate exceptional communication skills and professional presentation, aligning with company dress code, client experience expectations, and brand standards.

The Senior Client Coordinator reports directly to the Clinic Manager and is assigned to a home clinic, with a dotted line to the District Manager when performing district-level responsibilities. These responsibilities may include occasional travel within the district to support and train based on business needs.

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Responsibilities

Clinic Sales and World Class Client Experience:

Actively recommend, promote, educate, and sell medical aesthetic services and products.

Partner with the Clinic Manager to support clinic sales growth and guest retention.

Support the Clinic Manager in delivering clinic sales initiatives, including partnership with Medical Professionals to create care plans that meet the goals of our clients.

Work with the Clinic Manager to drive sales by coordinating and executing local marketing efforts to generate new leads and increase brand awareness.

Deliver in-clinic sales performance that meets or exceeds clinic targets, while acting as a coach and trainer for Client Coordinators.

Anticipate client needs and proactively seek solutions to deliver an excellent overall experience.

Represent the brand at a professional level through client-centric interpersonal skills and personal presentation.

Greet clients and visitors into the clinic with a positive and engaging welcome.

Answer phone calls and efficiently manage multiple client priorities with minimal disruption, including troubleshooting calls, scheduling and coordinating in-clinic operational activities.

Serve as the subject matter expert with guest scheduling, managing the treatment book, and schedule optimization within the clinic.

Assist clients by checking them in and out, collecting payments, setting up financing, and/or scheduling the next future treatment appointments.

Provide clinic tours for prospective clients.

Acts as a leader and a mentor to Client Coordinators within the district.

Clinic Operations and Performance:

Ensure daily treatment schedules are managed efficiently and meet company productivity standards.

Verify client information, medical history, and purpose of visit confirmation in accordance with established protocols.

Provide chaperone services as needed.

Ensures clinic emails and phone messages are reviewed promptly and handled according to standard operating procedures.

Maintain organization and cleanliness of the clinic in alignment with brand and safety standards, including cleaning treatment rooms, ordering and stocking supplies, and general upkeep of the lobby, etc.

Assist with inventory intake, recordkeeping, and ordering clinic supplies.

Perform HIPAA compliant and protected recordkeeping, including creating medical charts, filing, storage management, and archiving.

Adhere to professional standards, policies, procedures, and federal, state, and local requirements.

Maintain professional and collaborative relationships with clients, leadership, and sales teams to achieve company goals, clinic KPI’s, and personal performance goals.

Perform other clinic coordinator duties as assigned by leadership.

Qualifications

Minimum Qualifications

Full-time position, available to work five days and 40 hours per week.

Flexible availability, including evenings, holidays, and weekends, based on business needs and seasonality.

High school Diploma or equivalent.

Proficient with standard operational software, including Outlook, MS Suite, and sales-related technologies such as Salesforce and POS systems.

Strong ability to multitask, use personal judgment, utilize strong decision-making, and maintain high attention to detail.

Quick learner with the ability to grasp analytical concepts and operational protocols.

Goal-oriented with proven success in role modeling and influencing clinic sales and related KPIs.

Ability to demonstrate exceptional customer expectations and solutions.

Excellent interpersonal skills with the ability to build rapport with internal and external customers.

Clear and engaging communication skills, including effective written and verbal abilities.

Receptive to developmental coaching and feedback with desire to grow professionally.

Leadership potential with the ability to train and effectively convey information to others.

Full-time