Client Care Coordinator

Job Description

Job Description

About Serotonin Centers:

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 stack—Zenoti, GoHighLevel, Email, and Teams—while supporting sales and service excellence.

Role Overview:

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.

Key Responsibilities:

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, events, 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 within 24 hours of event.

Core KPIs & Targets

•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

Qualifications

•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; comfortable with email and Teams.

•Excellent multitasking and organizational skills; ability to manage high-volume environments.

•Positive attitude, and commitment to client satisfaction.

Tech Stack & Tools

•Zenoti — scheduling, POS, documentation.

•GHL — CRM and marketing automation.

•Email & Teams — communication and coordination.

•Center trackers and whiteboard — daily goals and performance metrics.

Safety & Compliance

•HIPAA adherence; secure handling of client information.

•Follow all safety protocols for front desk operations and client interactions.

Apply Today

Submit your application to join Serotonin Centers and help clients become their most vibrant selves

Join a high-performance team where your expertise in aesthetics helps clients achieve confidence and vitality. You’ll work with modern tools, clear goals, and a supportive culture that values growth and excellence.

Company Description

Join a high-performance team where your expertise in aesthetics helps clients achieve confidence and vitality. You’ll work with modern tools, clear goals, and a supportive culture that values growth and excellence.