Client Care Coordinator - Front Desk - Med Spa
Serotonin Centers, Stamford, CT, United States
Client Care Coordinator
Serotonin Centers is the nation's premier anti-aging and wellness destination. Our Client Care Coordinators (CCC) are the first point of contact for guests and members, ensuring a seamless, welcoming experience. You will manage front desk operations, scheduling, and client engagement using our tech stackZenoti, GHL, email, and Teamswhile supporting sales and service excellence.
The Client Care Coordinator serves as the center's concierge and operational anchor. You will greet clients, manage appointments, process transactions, and maintain accurate records while creating a positive, professional environment. CCCs play a critical role in client retention and satisfaction by delivering exceptional service and supporting team goals.
1) Front Desk Operations & Scheduling
Stand up, come around desk, and greet every client warmly and professionally; ensure check-in and check-out processes are smooth and accurate.
Manage appointment scheduling and confirmations in Zenoti; maintain real-time accuracy of calendars.
Answer phones and emails promptly, providing clear and helpful information. SMART Goal: Respond to 95% of calls/emails within 1 business hour; maintain 100% accuracy in appointment scheduling. New Leads through our CRM must have a speed to lead in under 5 minutes. We care, we deliver! 2) Client Engagement & Service Excellence
Create a welcoming environment that reflects Serotonin's brand promise.
Provide guidance on services, memberships, and promotions; answer client questions with confidence.
Ask for client feedback every day via Google, Meta, Yelp, etc. SMART Goal: Achieve ?90 client satisfaction score (NPS); capture feedback from ?80% of new guests. 3) Membership & Retail Support
Introduce and promote memberships, retail products, and nutraceuticals aligned with client goals.
Process payments accurately and reconcile daily transactions.
Track membership renewals and follow up on expiring plans. SMART Goal: Maintain 100% accuracy in payment processing. 4) Documentation & Compliance
Maintain accurate client records in Zenoti; ensure all data is audit-ready.
Follow HIPAA and biohazard protocols to protect client privacy and safety. SMART Goal: Zero compliance violations; 100% completion of documentation with all clients before EOD. 5) Team Collaboration & Daily Huddles
Participate in daily huddles; update trackers and whiteboards with MTD Goal vs. Actual.
Support Health Coaches, Medical Practitioners, Aestheticians by coordinating schedules and client flow. SMART Goal: ?95% attendance at huddles; update trackers daily with accurate figures. 6) Marketing & Community Outreach
Assist with in-center marketing initiatives and event preparation.
Engage with local community through grassroots outreach and open houses. SMART Goal: Support ?4 community events per month; ensure 100% of event leads are entered into CRM within 12 hours. All called with 24 hour of event.
Client Satisfaction (NPS): ?90
Appointment Accuracy: 100%
Response Time: ?1 hour for calls/emails
Membership Conversion: ?25% of eligible guests
Compliance & Documentation Accuracy: 100%
Community Engagement: ?4 events/month
Strong communication and interpersonal skills; ability to create a welcoming environment. Experience in front desk or client service roles; consultative sales experience preferred. Proficiency in Zenoti and general business platforms; comfort with email and Teams. Excellent multitasking and organizational skills; ability to manage high-volume environments. Positive attitude, team spirit, and commitment to client satisfaction.
Zenoti
scheduling, POS, documentation. GHL
CRM and marketing automation. Email & Teams
communication and coordination. Center trackers and whiteboard
daily goals and performance metrics.
HIPAA adherence; secure handling of client information. Follow all safety protocols for front desk operations and client interactions.
Join a high-performance team where your role directly impacts client experience and center success. You'll work with modern tools, clear goals, and a supportive culture that values growth and excellence.
Compensation: $22.00 - $25.00 per hour
Serotonin Centers is the nation's premier anti-aging and wellness destination. Our Client Care Coordinators (CCC) are the first point of contact for guests and members, ensuring a seamless, welcoming experience. You will manage front desk operations, scheduling, and client engagement using our tech stackZenoti, GHL, email, and Teamswhile supporting sales and service excellence.
The Client Care Coordinator serves as the center's concierge and operational anchor. You will greet clients, manage appointments, process transactions, and maintain accurate records while creating a positive, professional environment. CCCs play a critical role in client retention and satisfaction by delivering exceptional service and supporting team goals.
1) Front Desk Operations & Scheduling
Stand up, come around desk, and greet every client warmly and professionally; ensure check-in and check-out processes are smooth and accurate.
Manage appointment scheduling and confirmations in Zenoti; maintain real-time accuracy of calendars.
Answer phones and emails promptly, providing clear and helpful information. SMART Goal: Respond to 95% of calls/emails within 1 business hour; maintain 100% accuracy in appointment scheduling. New Leads through our CRM must have a speed to lead in under 5 minutes. We care, we deliver! 2) Client Engagement & Service Excellence
Create a welcoming environment that reflects Serotonin's brand promise.
Provide guidance on services, memberships, and promotions; answer client questions with confidence.
Ask for client feedback every day via Google, Meta, Yelp, etc. SMART Goal: Achieve ?90 client satisfaction score (NPS); capture feedback from ?80% of new guests. 3) Membership & Retail Support
Introduce and promote memberships, retail products, and nutraceuticals aligned with client goals.
Process payments accurately and reconcile daily transactions.
Track membership renewals and follow up on expiring plans. SMART Goal: Maintain 100% accuracy in payment processing. 4) Documentation & Compliance
Maintain accurate client records in Zenoti; ensure all data is audit-ready.
Follow HIPAA and biohazard protocols to protect client privacy and safety. SMART Goal: Zero compliance violations; 100% completion of documentation with all clients before EOD. 5) Team Collaboration & Daily Huddles
Participate in daily huddles; update trackers and whiteboards with MTD Goal vs. Actual.
Support Health Coaches, Medical Practitioners, Aestheticians by coordinating schedules and client flow. SMART Goal: ?95% attendance at huddles; update trackers daily with accurate figures. 6) Marketing & Community Outreach
Assist with in-center marketing initiatives and event preparation.
Engage with local community through grassroots outreach and open houses. SMART Goal: Support ?4 community events per month; ensure 100% of event leads are entered into CRM within 12 hours. All called with 24 hour of event.
Client Satisfaction (NPS): ?90
Appointment Accuracy: 100%
Response Time: ?1 hour for calls/emails
Membership Conversion: ?25% of eligible guests
Compliance & Documentation Accuracy: 100%
Community Engagement: ?4 events/month
Strong communication and interpersonal skills; ability to create a welcoming environment. Experience in front desk or client service roles; consultative sales experience preferred. Proficiency in Zenoti and general business platforms; comfort with email and Teams. Excellent multitasking and organizational skills; ability to manage high-volume environments. Positive attitude, team spirit, and commitment to client satisfaction.
Zenoti
scheduling, POS, documentation. GHL
CRM and marketing automation. Email & Teams
communication and coordination. Center trackers and whiteboard
daily goals and performance metrics.
HIPAA adherence; secure handling of client information. Follow all safety protocols for front desk operations and client interactions.
Join a high-performance team where your role directly impacts client experience and center success. You'll work with modern tools, clear goals, and a supportive culture that values growth and excellence.
Compensation: $22.00 - $25.00 per hour