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Job Description
Administrative Coordinator Ann Arbor Holistic Health - 5.0 Ann Arbor, MI Job Details Full-time $53,000 a year 1 day ago Benefits Paid time off Employee discount Qualifications Google Sheets Google Docs Attention to detail Decision making Computer skills Full Job Description Ann Arbor Holistic Health is hiring an experienced full-time Administrative Coordinator to support our holistic functional nutrition practice. As we launch a new in-person wellness clinic, we're looking for a highly capable, adaptable team member to help bring it to life and then stay on to support client success. This in-person role blends client-facing administrative work with operational support for launching and maintaining a physical clinic. You will collaborate closely with our executive team, project manager, marketing manager, and remote support staff. The role also includes community outreach and relationship-building with local healthcare providers, wellness practitioners, businesses, and referral partners. Because clinic launches are dynamic, some weeks will be more project-focused while others will center primarily on client administration and support. The right candidate is comfortable shifting between these modes and understands that flexibility is part of building something new. This role is designed to evolve as the clinic launches and stabilizes. In the early phase, you'll be hands-on with setting up the space (coordinating deliveries, organizing the space, preparing rooms and assembling light furniture). Once operational, the focus will shift to client facing administrative and in-office support. You'll be based at our Ann Arbor office, working closely with our largely remote team. Tasks are coordinated through Trello, Zoom, Voxer, and email, so comfort with technology is essential. Familiarity with Google applications such as Sheets, Docs, & Drive is a must. We offer PTO, bonus potential, and a collaborative, high-touch work culture. Saturday availability is a plus, particularly during launch phases or as clinic needs evolve. To succeed in this position, you will need outstanding written and verbal communication skills, exceptional attention to detail, a strong drive for cross-checking and documenting information,and consistentfollow-through. A positive, proactive attitude is equally important. Our team genuinely enjoys each other and our work, and we are looking for someone who brings warmth, professionalism, and pride in doing things well. This is a fast-paced, collaborative environment supporting a busy practice. This is not code for being overworked or micromanaged, but you can expect an energetic workflow. If you enjoy staying organized, completing checklists, switching gears efficiently, and finding smarter ways to work, this position is a great fit. At Ann Arbor Holistic Health, we support clients who want to improve their health naturally by addressing the root causes of their symptoms. We provide customized wellness plans with exceptional care and service, and the Administrative Coordinator plays a key role in delivering that experience. Knowledge of functional medicine is not required, but it is a plus, along with project management or sales/client experience. A deep passion for health and wellness is equally important. Here's what our team has to say about working at
Ann Arbor Holistic Health:
"We have a 'love out loud' philosophy that makes you feel appreciated for the work you do." -N.C. "I get to be part of a team that shows up for real people in real ways, and that literally changes their lives. It's incredible to see the impact of what we do." -C.G. "Leadership fosters an environment where everyone's voice is valued and where growth is not just encouraged but actively supported." -S.M. "Our practitioners are absolutely amazing. Such a wonderful team" -K.J.
Primary Job Goals:
Arrive on time and be prepared to work to the highest standard with a positive, proactive attitude and a commitment to excellence Showcase your ability to problem-solve and make sound judgment calls Go above & beyond to provide clients with a thoughtful, concierge-level experience at every interaction they would never get from their doctor's office Represent the AAHH values of proactive positivity, integrity, teamwork, and solution-seeking in every interaction Serve as the operational heartbeat of the clinic and a vital connector between clients, the team, and community partners Primary Job Responsibilities Deliver a compassionate, concierge-level experience to every client by phone, email, and in person Answer client phone calls and emails and route inquiries to the appropriate team member accurately and without delay Serve as a communication bridge between clients, internal teams, and referral partners Greet clients warmly and professionally, escort them to treatment rooms or self-service modalities when appropriate Handle sensitive or complex client situations with discretion, escalating to leadership when appropriate Anticipate client needs and proactively offer assistance at every touchpoint Manage scheduling for all services offered within the clinic Ensure every client schedules their next appointment before leaving the clinic; when not scheduled onsite, initiate timely follow-up so no client is left without next steps Maintain familiarity with supplements and retail products offered by the clinic Process payments for individual services, packages, and retail products accurately and ensure service redemptions from packages are properly recorded Accurately enter, update, and maintain client data across internal systems Maintain spreadsheets, track operational and performance metrics, and prepare regular statistical and operational reports for leadership Maintain organized records of referral partner relationships, outreach activity, and follow-up communications Support the smooth launch and ongoing operations of the in-person clinic location Represent Ann Arbor Holistic Health in the local community through in-person outreach and relationship-building Cultivate, coordinate, and nurture aligned referral and strategic partnerships within the local community to generate and support consistent, measurable clinic growth Greet clients, assist with light restocking, light cleaning and organization, and scanning/filing documents Assist with day-to-day operational needs as the clinic grows and evolves Provide administrative and project support to the leadership team and marketing department Assist with group events and workshops Ensure the clinic space remains clean, organized, and welcoming throughout the day Reset treatment rooms between sessions, including sanitizing and preparing the space for the next client Manage towel and linen turnover, including laundry responsibilities Monitor product and supply inventory and notify leadership when items are running low Participate in team meetings and cross-functional collaboration Collaborate closely with leadership, keeping them informed and escalating questions or decisions appropriately Other Requirements Superb Excel/Google Sheets skills. Ability to ship out small packages on occasion Comfortable working from a plan while navigating some ambiguity Enjoy hands-on tasks and don't mind occasional physical tasks Able to shift easily between administrative work and operational projects Communicate clearly, ask thoughtful questions, and keep others informed Reliable computer, high-speed internet connection, smartphone, non-touchpad mouse, and a second monitor Candidates with at least three to four years of experience in a client-facing administrative role (such as a Medical Receptionist, Executive Assistant, or Practice Coordinator) are encouraged to apply.
To Apply:
Please submit a PDF copy of your resume and a cover letter telling us what makes you a great fit for this position. Further in the interview process, we will also expect contact information for at least three references: two professional and one personal. Applications will be accepted until the role is filled; however, applicants are encouraged to submit their application no later than July 10th, 2026 , to be given full consideration for the role. We look forward to hearing from you!
Job Type:
Full-time Base Pay:
$53,000.00 per year
Benefits:
Employee discount Paid time off Application Question(s): In one or two sentences, what interested you most about this position at Ann Arbor Holistic Health? Do you have any interest in or familiarity with functional or holistic health? If yes, please briefly describe your experience or interest. How many years of experience do you have in a client-facing administrative role (such as medical receptionist, executive assistant, or office coordinator)? How many years of experience do you have in a client-facing administrative role (such as medical receptionist, executive assistant, or office coordinator)? Ability to
