Client Care Coordinator & Intake Conversion Specialist

Most people who contact our practice are anxious, overwhelmed, uncertain, emotionally exhausted, or reaching out during one of the hardest seasons of their life.The conversation they have with YOU may determine whether they finally get help, or whether they give up.This is not a traditional administrative role. This is a relationship-driven, performance-based client conversion position for someone who is: highly personable, emotionally intelligent, persuasive without being pushy, fast-moving, organized, confident on the phone, and motivated by measurable results.We are seeking someone who understands how to connect with people quickly, build trust, communicate with warmth and confidence, and help prospective clients commit to care.About CTSAThe Center for Trauma, Stress, and Anxiety (CTSA) is a rapidly growing integrative mental health practice specializing in trauma, anxiety, stress-related disorders, and whole-person wellness.We believe exceptional care begins with exceptional human connection, starting from the very first phone call.Our team culture values: emotional intelligence, professionalism, accountability, responsiveness, teamwork, growth, high standards, and meaningful service.We are building a high-performing team of people who genuinely care about helping others while also taking pride in excellence, execution, and measurable outcomes.The RoleYour primary responsibility is converting inquiries into scheduled and attended intakes.You will speak with prospective clients, understand their needs, help guide them toward appropriate services, address hesitation or uncertainty, communicate urgency and confidence, and ensure they feel supported throughout the onboarding process.This role combines: - consultative sales, - emotional intelligence, - customer experience, - operational organization, - and relationship management.You will: - Respond quickly to inbound inquiries - Build rapport and trust with prospective clients - Convert calls into scheduled intakes - Improve intake show rates - Follow up persistently and professionally with leads - Coordinate scheduling and onboarding - Help clients navigate insurance and paperwork processes - Maintain accurate documentation and tracking - Collaborate closely with leadership and clinical teams - Track KPIs and conversion metricsWho Excels in This RoleThis role is ideal for someone who: - enjoys people and conversation - thrives in fast-paced environments - is energized by goals and measurable outcomes - naturally creates trust and connection - communicates with confidence and empathy - takes initiative instead of waiting to be told what to do - follows through relentlessly - is motivated by performance-based compensation - takes pride in being dependable and highly responsiveIdeal candidates generally come from backgrounds such as: admissions/enrollment, membership sales, medical or wellness sales, boutique fitness, hospitality, client success, recruiting, customer retention, inside sales, concierge services, and healthcare coordination.Important: Who This Role Is NOT ForThis role is NOT ideal for someone seeking: - a low-pressure administrative position - minimal accountability - a slow-paced environment - extensive downtime during the workday - highly repetitive task-only work - a role without performance expectationsWe are intentionally seeking high-accountability, high-ownership individuals who take pride in excellence and outcomes.What We Value MostAt CTSA, we strongly value: - reliability, - emotional maturity, - professionalism, - urgency, - responsiveness, - honesty, - coachability, - consistency, - and strong work ethic.We care far more about character, ownership, communication, drive, and ability to connect with people than we do about polished resumes alone.CompensationThis is a performance-driven role designed to reward results, responsiveness, and conversion success.Compensation includes: - Hourly base pay $18 - Plus significant performance incentives (paid additional commission per intake scheduled) - Plus conversion-based commission (paid additional commission per intake attended)Top performers in this role should expect to earn substantially more through incentive compensation.What We Offer: - Competitive compensation - W-2 employee position - Paid time off - 401(k) with employer match - Medical, dental, and vision insurance for full-time employees - Employer-supported training and certification opportunities - A highly collaborative, mission-driven team environment QualificationsHigh school diploma or equivalent; associate's or bachelor's degree preferred.Prior experience in a healthcare or customer service setting is highly desirable.Strong organizational skills with the ability to multitask and prioritize effectively.Excellent communication and interpersonal skills.Proficiency with office software and electronic health record (EHR) systems.Ability to handle sensitive information with discretion and maintain client confidentiality.
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