Clinic Operations & Client Experience Coordinator The Wellness Arena The Wellness Arena is a growing private-pay physical therapy and performance clinic built around exceptional clinical care, an elevated client experience, and a team that genuinely cares about doing things well. We are looking for an exceptionally proactive, organized, personable, and hardworking Clinic Operations & Client Experience Coordinator to become the heartbeat of our clinic. This is not a sit-at-the-front-desk-and-wait-for-someone-to-tell-you what to do position. We are looking for the person who naturally notices what needs to be done and handles it. You remember the details. You follow through. You close the loop. You keep information accurate. You communicate without having to be chased. You notice the waiting room needs attention, a patient needs a follow-up, the schedule has a hole, a tracker hasn't been updated, or the team is about to need something—and you take care of it. Our ideal person genuinely enjoys being useful, takes pride in making a business run smoothly, and gets satisfaction from knowing the team is better because they are there. What This Role Is Really About Your job is to make patients feel exceptionally cared for and the clinic run exceptionally well. Our clinicians need to be able to focus on treating patients and growing The Wellness Arena without constantly stopping to check whether administrative details were completed correctly. That means we need someone we can trust. If you say something is getting done, it gets done. If you make a mistake, you own it and correct it. If you're given feedback, you implement it. If something needs attention, you don't walk past it because "no one asked you." And if you finish your immediate tasks, you don't sit around waiting for the next instruction—you look for the next way to make the clinic, patient experience, or business better. You'll Probably Love This Job If You Are… Proactive. You naturally look for things to do. Downtime doesn't mean "nothing to do"; it means checking patient follow-ups, improving the schedule, updating trackers, resetting the clinic, checking outstanding leads, or asking yourself, What would make everyone's day run better? Extremely organized and detail-oriented. You are the person who remembers things. Lists, systems, calendars, and trackers are your friends. Small details matter to you because you understand that small administrative mistakes can create much bigger problems. Excellent at follow-through. When you're asked to do something, you don't require three reminders. You complete it and proactively let the appropriate person know it's finished. Independent, but coachable. You can think for yourself, solve simple problems, and make good judgment calls without needing constant direction. At the same time, you have a low ego, respect leadership, receive feedback well, and can quickly adjust when you're coached. Warm and socially confident. You genuinely like people. You can comfortably talk with clients of different ages, personalities, professions, and backgrounds. You're equally comfortable welcoming someone into the clinic, chatting with someone in the waiting area, or speaking confidently with a prospective client over the phone. Positive and hardworking. You bring good energy without needing to be the center of attention. You show up ready to contribute, maintain professionalism even on busy days, and care about doing an excellent job. Service-minded. You enjoy making people's lives easier. You're thoughtful. You anticipate needs. You're the kind of person who sees someone struggling with something and instinctively asks, How can I help? Health and wellness-minded. Our environment revolves around movement, fitness, performance, and longevity. You don't need to be an elite athlete, but you should genuinely appreciate an active, health-conscious lifestyle and enjoy being around people who prioritize theirs. Looking for somewhere to grow. We aren't looking for someone who simply wants a temporary front-desk job. We want someone who is excited about becoming an important part of The Wellness Arena and growing alongside the company. Key Responsibilities Create an exceptional first impression for every person who calls, messages, or walks into The Wellness Arena Welcome new patients confidently, give thorough clinic tours, and introduce them to our team Build genuine rapport with patients before and after appointments and create a warm, energetic front-office environment Answer incoming calls professionally and confidently Speak knowledgeably about The Wellness Arena, our clinicians, our approach, and what makes our care different Handle prospective-patient and discovery calls with the goal of helping qualified leads schedule an evaluation Follow up consistently with leads who have not yet scheduled Maintain an organized schedule and proactively book patients appropriately into the future Identify scheduling gaps and help keep patient care consistent Maintain accurate, current patient tracking data , including visits, packages, remaining sessions, leads, lost patients, follow-ups, and other key information Update administrative systems promptly so the team never has to wonder whether information is current Process payments and perform routine administrative tasks accurately Communicate proactively with the owners and clinicians about completed tasks, problems, patient concerns, and anything requiring attention Maintain a clean, organized, polished clinic throughout the day Reset treatment and shared spaces and stay on top of daily, weekly, and monthly cleaning responsibilities Anticipate what the team, patients, schedule, and clinic will need next Identify problems before they become bigger problems Help improve systems and suggest ideas that make the clinic operate better Occasionally participate in behind-the-scenes or educational social media content Take on additional responsibilities as The Wellness Arena continues to grow One of the

Most Important Parts of This Job:

Tracking & Acc uracy We want to be especially transparent about this. Accurate patient and business tracking is a major responsibility of this role—not a minor administrative task. Our team relies on this information to know who needs to be scheduled, who needs follow-up, how many sessions patients have remaining, what leads require attention, which patients may be falling off their plan of care, and what actions need to happen next. We need someone who takes ownership of this information and keeps it accurate without needing to be repeatedly reminded. If spreadsheets, trackers, details, follow-up, and accuracy frustrate you, this probably isn't the right position. If keeping everything organized and knowing that nothing is slipping through the cracks gives you satisfaction, you'll probably thrive here. Phone Skills Matter You will often be someone's first impression of The Wellness Arena. We need someone who sounds warm, confident, intelligent, natural, and enthusiastic on the phone—not scripted, uncomfortable, or unsure. You should be able to build rapport with a stranger, ask thoughtful questions, explain why our clinicians and approach are different, handle common concerns professionally, and help someone feel confident that they've called the right place. You don't need to come in knowing exactly what to say—we will train you. But you do need natural communication ability, social confidence, and a willingness to become excellent at these conversations.

Our Standard:

Extreme Ownership Mistakes happen. What matters to us is what you do next. We're looking for someone who can say: "I missed that. That's on me. I fixed it, and here's what I'm changing so it doesn't happen again." Not someone who becomes defensive, makes excuses, blames someone else, or needs repeated reminders about the same issue. Our performance standards include Extreme Ownership, Good Vibes, Open Mind, Passionately Compassionate, Exceed Expectations, and Practice What You Preach. Admin Performance Review Those aren't just words on a wall. They're how we expect our team to operate. What "Going Above and Beyond" Means Here We aren't looking for a bare-minimum employee. That doesn't mean we expect perfection or expect you to work endlessly. It means that while you're at work, you're engaged. You aren't scrolling through your phone while obvious work is sitting around you. You don't need someone constantly creating a to-do list for you. You don't repeatedly ask what you should do next when there are clearly patients, leads, schedules, tracking, cleaning, organization, or operational details that need attention. Eventually, we want to be able to think: "She's got it." That level of trust is what success in this role looks like. Requirements Excellent verbal and written communication skills Naturally warm, confident, and professional interpersonal style Comfortable speaking with prospective clients on the phone Excellent memory, organization, and attention to detail Strong ability to follow systems and maintain accurate records Ability to prioritize responsibilities without constant supervision Consistent follow-through and proactive communication Comfortable using scheduling software, spreadsheets, email, and other administrative technology Reliable and punctual Open to feedback and eager to improve Willing to perform both higher-level client communication and simple tasks such as cleaning, tidying, restocking, and resetting the clinic Genuine interest in health, wellness, fitness, or an active lifestyle Looking for a long-term opportunity with a growing company Bonus Points If You Have Experience In High-end hospitality, boutique fitness, luxury retail, restaurants, concierge services, wellness practices, gyms, yoga or Pilates studios, healthcare administration, client success, reception, sales, or other service-driven environments. Experience with phone sales, lead conversion, customer service, or membership-based businesses is especially valuable. Why You'll Love Working Here The Wellness Arena is a small, ambitious, personality-filled team. We work hard, laugh a lot, care deeply about our patients, and are building something we believe is genuinely different. You'll work closely with the owners and clinicians, receive hands-on training, have opportunities to take on greater responsibility as the company expands, and be able to see the direct impact your work has on our patients and our growth. For the right person, this won't feel like "just a front-desk job." You'll become an important part of the machine behind The Wellness Arena—and someone our patients and team genuinely rely on. Benefits Flexible schedule Paid training On-the-job training Opportunities for advancement

Job Types:

Full-time Work Location:

In person If you are proactive, exceptionally organized, people-focused, low-ego, always keep the good vibes, and the kind of person who naturally goes above and beyond, we would love to hear from you.

Pay:

$20.00 - $25.00 per hour

Benefits:

Flexible schedule

Work Location:

In person