Client Intake - Operations Assistant

Job Description

Job Description

Soar Therapy & Integrative Wellness is seeking a

full-time Client Care & Operations Coordinator

to support client intake, scheduling, front-office client care, and light operational responsibilities within our outpatient mental health and wellness practice.

We are seeking a confident, steady professional who takes initiative naturally and wants to grow within a structured, mission-driven clinical environment.

This is a client intake and conversion-focused role with light operational responsibilities. We are looking for someone who is comfortable influencing a decision in a warm, methodical, and ethical way, not simply answering questions or providing appointment availability.

This role requires a consultative communication style. You should be comfortable building rapport quickly, understanding what a prospective client is looking for, addressing hesitation, clearly communicating the value of our services, and confidently guiding appropriate clients toward scheduling.

The ideal candidate may come from a background in communications, public relations, business marketing, admissions or enrollment, recruiting, leasing, boutique wellness, luxury customer service, membership sales, hospitality, or consultative retail sales.

You do not need to be a traditional salesperson. You do need to be comfortable talking with people, reading the conversation, asking thoughtful questions, communicating value, and helping someone move toward a decision.

Who We Are Looking For We are seeking a professional who: This role requires someone comfortable taking initiative in conversations and guiding clients toward decisions, not just providing information

Confidently communicates and sells the value of our services, both over the phone and in person

Brings a warm, engaging presence while maintaining focus and efficiency in completing tasks

Takes initiative and does not wait to be told what to do

Makes a decision quickly with limited information

Anticipates needs and addresses them proactively

Able to prioritize and move multiple tasks forward simultaneously without overthinking

Thinks quickly and adapts in real time

Views feedback as a tool for growth and performance refinement

Demonstrates emotional maturity and professional composure

Maintains steady performance even when expectations are high

Is coachable, adaptable, and eager to grow

Demonstrates urgency and follow-through in completing tasks

This is not an entry-level front desk position. We are looking for someone who enjoys administrative and operational work, thrives in organized systems, and is ready to take ownership of client care processes, clinic organization, and

The ideal candidate is proactive, emotionally mature, dependable, and able to maintain structure and composure in an active clinical setting. Most importantly, this role requires a reliable and dependable person.

We are seeking a professional who takes their responsibilities seriously, shows up consistently, arrives on time, and can be trusted to perform and execute the tasks of this role.

This Role Is Not a Fit If You:

Are highly disorganized or have difficulty keeping track of multiple responsibilities, deadlines, and follow-up items

Need frequent reminders or repeated follow-up in order to complete assigned work

Struggle to plan ahead for recurring responsibilities or wait until deadlines become urgent before taking action

Have difficulty closing the loop on tasks and ensuring work is fully completed and documented

Prefer to wait for direction rather than independently identifying what needs to be done next

Are uncomfortable having direct conversations, addressing hesitation, or confidently guiding someone toward a decision

Avoid difficult or potentially uncomfortable conversations

Become easily overwhelmed when priorities shift, or several responsibilities need attention at the same time

Struggle to follow established workflows or prefer creating your own process when a shared system is already in place

Have difficulty receiving direct feedback, making adjustments, and consistently applying that feedback moving forward

Require close supervision in order to stay organized, prioritize responsibilities, or meet deadlines

Have inconsistent attendance, punctuality, or follow-through

Compensation:

$23–$25 per hour (based on experience) Benefits:

Medical, Dental, Vision, PTO, Paid Holidays, and Retirement Work Location & Schedule:

Full-Time (35 Hours) | In-Person Compensation:

$23 - $25 hourly Responsibilities:

Client Care & Scheduling Manage provider schedules accurately and strategically

Drive the intake process from first contact to booked appointment

Conduct follow-up calls with new clients after their first appointment

Communicate clinic policies clearly and confidently

Maintain professional boundaries at all times

Compliance & Documentation Conduct chart audits to ensure all documentation is present in the client's chart and meets compliance requirements

Maintain organized systems and structured workflows

Marketing & Outreach Create event flyers, slide decks, and other digital content

Support light social media posting

Assist with workshop promotion and event coordination

Prepare materials for provider outreach

Support community events and special initiatives

Operations & Systems Move efficiently between our EHR, CRM system, and Google Workspace

Identify workflow gaps and propose solutions

Collaborate effectively with billing

Maintain front desk and clinic environment standards

Able to work independently

Qualifications:

Required Associate’s or Bachelor’s degree in Communications, Public Relations, Marketing, Business Administration, Healthcare Administration, or a related field preferred

Minimum of 2 years of experience in client service, intake, administrative coordination, sales, hospitality, admissions/enrollment, recruiting, leasing, or a related customer-facing role

Demonstrated ability to build rapport quickly, communicate value, address hesitation, and confidently guide people toward a decision

Strong attendance history and punctuality

Strong organizational skills with the ability to track multiple responsibilities, deadlines, and follow-up items without frequent reminders

Demonstrated follow-through and ability to independently close the loop on assigned tasks

Ability to plan ahead for recurring responsibilities and manage work proactively

High computer fluency and comfort learning and navigating CRM systems, EHR platforms, and other technology

Familiarity with Google Workspace and Excel or Google Sheets

Experience using Canva

Strong written and verbal communication skills

Ability to prioritize efficiently in a structured, active environment

Comfortable discussing pricing, services, scheduling options, and clinic policies confidently

Comfortable receiving direct feedback and consistently applying it to future performance

Able to work independently while knowing when escalation or additional guidance is appropriate

Professional judgment, emotional maturity, and composure when handling difficult or uncomfortable conversations

Preferred Experience in private practice, boutique wellness, behavioral health, hospitality, luxury customer service, membership sales, public relations, marketing, or another consultative client-service environment

Experience with intake conversion, lead follow-up, client retention, or customer relationship management

Spanish fluency

Desire for continued growth and development

About Company Soar Therapy and Integrated Wellness is an outpatient mental health and wellness practice serving adolescents (13+) and adults throughout Northern Virginia. We provide evidence-based, trauma-informed, and holistic care for individuals navigating anxiety, trauma, depression, ADHD, burnout, relationship challenges, and life transitions. Our mission is to help clients create meaningful, lasting change by addressing the mind-body connection. We value humility with confidence, reliability, continuous learning, solution-focused care, and community impact. At STIW, we foster a calm, professional, and collaborative environment where clinicians are encouraged to provide high-quality care, take ownership of their caseloads, and contribute to workshops, groups, and community initiatives that support whole-person wellness.