Client Care/ Outreach 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, GHL, 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 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. 

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; 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.

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.

Why Join Serotonin Centers

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.

Apply Today

Submit your application to join Serotonin Centers and help clients become 

their most vibrant selves.