Client Care Coordinator

Look Who's Talking; City of Brisbane; On-site; AUD 55,000 - 75,000; Full time

Benefits offered by this job

EAP & Mental Health First Aiders

Wellbeing initiatives

Beautiful clinics & coffee machine

Annual team conference

Snack bar

Job summary

Look Who’s Talking in Queensland is hiring a Client Care Coordinator to join our team. You’ll be the friendly first touch for clients and families, coordinate bookings and diaries, and support our Early Career team with initiative and organisation.

You’ll own a dedicated portfolio aligned to your strengths, drive process improvements, and help deliver clinics that feel welcoming and efficient.

Qualifications

• Experience in healthcare, medical administration, allied health or customer service.
• Senior administration or mentoring experience.
• Strong appointment scheduling and diary management skills.
• Confidence handling client enquiries in busy reception environments.
• Excellent communication, organisation and problem-solving skills.
• Confidence learning new systems and technology.
• Experience with Nookal, ClickUp or Microsoft Office.

Responsibilities

• Be a friendly, welcoming face for clients and families and manage inquiries.
• Coordinate bookings, waitlists, follow-ups, cancellations and rescheduling; keep calendars smooth.
• Process payments, invoices and receipts; keep client records up to date.
• Keep reception spaces welcoming and stocked; follow privacy requirements.
• Support clinicians and Client Care to maintain smooth operations.
• Own a dedicated portfolio and drive improvements in selected areas.

Skills

Ownership

Organization

Calm under pressure

Forward thinking

Helping others

Communication

Problem-solving

Positive energy

Curiosity

Tools

Nookal

ClickUp

Microsoft Office

Job description

Ready to level up your Client Care career?

Look Who’s Talking is growing, and we’re looking for a Client Care Coordinator to join our team!

This is more than keeping the front desk ticking. You’ll be a trusted go-to for clients, families, allied health clinicians and the Client Care team - bringing organisation, initiative and great energy to the day.

You’ll take ownership of day-to-day Client Care, support our Early Career team members and have the opportunity to take ownership of a dedicated portfolio that matches your strengths and interests.

Think client intake, groups, programs, events, systems, team initiatives or finding new ways to make things work even better. Your portfolio will give you the chance to build your skills, contribute beyond the front desk and make a real impact across the clinic.

Why You’ll Love Being a Talker

• Make an impact – your ideas and initiative genuinely matter.
• Keep growing – take on a dedicated portfolio and build skills beyond day-to-day Client Care.
• Great people – work alongside a supportive team who have each other’s backs.
• Have some fun – enjoy regular team activities and our annual two-day team conference.
• We’ve got your back – access to EAP, Mental Health First Aiders and wellbeing initiatives.
• A pretty great place to work – beautiful clinics, snack bar and coffee machine included!

What You’ll Be Doing

Client Care & Reception

• Be a friendly, welcoming face for our clients and families.
• Manage phone, email and in-person enquiries with confidence and care.
• Manage bookings, waitlists, follow-ups, cancellations and rescheduling.
• Keep clinician calendars organised and appointments flowing smoothly.
• Manage the reception inbox and ensure communication is followed up within expected timeframes.

Administration & Systems

• Process payments, invoices and receipts accurately.
• Keep client records accurate and up to date.
• Coordinate incoming and outgoing mail and documentation.
• Keep clinic supplies stocked and reception spaces organised and welcoming.
• Follow clinic procedures, privacy and confidentiality requirements.

Team Support & Initiative

• Work closely with clinicians and Client Care to keep things running seamlessly.
• Be a go-to person for questions, problem-solving and day-to-day support.
• Share your knowledge and provide informal guidance to Early Career team members.
• Spot things that could work better and take initiative to help fix them.

Your Portfolio

As a Client Care Coordinator, you’ll have the opportunity to own a dedicated portfolio alongside your core Client Care responsibilities.

This could include:

• Coordinating client intake, groups, programs or events.
• Supporting a particular system, process or area of Client Care.
• Taking ownership of team initiatives or projects.
• Finding opportunities to improve client engagement and service delivery.
• Developing and embedding new ideas that make life easier for clients and the team.

We want to play to your strengths - your portfolio can grow with you.

What We’re Looking For

• Takes ownership and doesn’t wait to be asked.
• Loves organisation and can keep multiple balls in the air.
• Stays calm when the day gets busy.
• Thinks ahead and spots what needs doing next.
• Enjoys helping others and sharing what they know.
• Communicates confidently with clients, families and clinicians.
• Is a problem-solver who looks for solutions rather than roadblocks.
• Brings positive energy and genuinely enjoys being part of a team.
• Is curious and proactive, with ideas about how things could be even better.

Your Experience

• Experience in healthcare, medical administration, allied health, customer service, or a similar environment.
• Previous experience in a senior administration or mentoring capacity.
• Strong appointment scheduling and diary management skills.
• Confidence handling client enquiries and busy reception environments.
• Excellent communication, organisation and problem-solving skills.
• Confidence learning new systems and technology.
• Experience with Nookal, ClickUp or Microsoft Office will be highly regarded.

Could This Be You?

If you’re already the person your team turns to when they need a hand…

If you naturally notice what needs doing and get stuck in…

If you love making things run a little smoother…

And if you’re excited by the chance to make your own mark through a portfolio…

We think you’ll fit right in.

Requirements

• Current Positive Notice Blue Card for Child-Related Employment, or willingness to obtain.
• Current NDIS Worker Screening Card, or willingness to obtain.

Ready to join the Look Who's Talking team?

Bring your experience, your ideas and your best Client Care energy.

We can’t wait to meet you!