Job Description

Job Summary

We are seeking a dynamic and organized Client Coordinator to join our team and serve as the vital link between our clients and our organization. In this energetic role, you will manage client communications, coordinate appointments, and ensure seamless administrative operations. Your proactive approach and exceptional organizational skills will help foster positive relationships, streamline office processes, and support our commitment to outstanding customer service. This paid position offers an exciting opportunity to develop your office management expertise while contributing to a vibrant team environment.

Duties

Serve as the primary point of contact for clients via multi-line phone systems, email, and in-person interactions, providing friendly and professional customer support. Manage appointment scheduling, calendar coordination, and follow-up communications using tools like Zenoti, Healthquest and Microsoft Office. Handle front desk responsibilities including greeting clients and patients, managing check-in procedures, and maintaining a welcoming office environment. Perform data entry tasks such as updating client records in Zenoti and maintaining accurate filing systems for easy retrieval of documents. Assist with office management duties including supply inventory, filing, proofreading documents, and ensuring overall office organization. Support bookkeeping activities by recording and managing client transactions in Zenoti. Maintain phone etiquette standards while managing multi-line phone systems efficiently to direct calls appropriately. Coordinate administrative tasks such as proofing correspondence, managing emails, and supporting calendar management for team members. Contribute to a positive customer experience by offering excellent customer service and support during client interactions. Assist with clerical duties such as copying, scanning, data entry, and organizing files for smooth daily operations. Support special projects or additional administrative responsibilities as assigned by management.

Experience

MUST have proficient Zenoti skills and experience. Previous Medical Aesthetic experience with a strong background in client/patient coordination is highly preferred. Proven experience with front desk operations, customer service, or receptionist duties in a fast-paced environment. Familiarity with office management software including Microsoft Office Suite (Word, Excel, Outlook), Zenoti and Healthquest is essential. Demonstrated ability to handle multi-line phone systems with professionalism and courtesy while maintaining excellent phone etiquette. Experience in medical or dental receptionist roles or personal assistant positions will be considered an asset. Strong organizational skills with the ability to prioritize tasks efficiently and manage time effectively in a busy setting. Attention to detail for proofreading documents, data entry accuracy, and maintaining organized filing systems. Join us as a Client Coordinator where your enthusiasm for organization meets your passion for delivering exceptional service! This role offers an engaging environment where your skills will directly impact client satisfaction and facility efficiency--helping us create positive experiences every day! Looking for a motivated, loyal and long-term employee.
Job Type: Full-time

Pay: From $23.00 per hour

Expected hours: 30 - 40 per week

Benefits:

Company events Dental care Disability insurance Discounted or free food Extended health care Flexible schedule Life insurance On-site parking Paid time off RRSP match Store discount Vision care Wellness program
Experience:

Zenoti: 1 year (preferred)
Work Location: In person

Expected start date: 2025-11-24