Client Services Coordinator

SABI Mind Inc.; Calgary; On-site; CAD 42,000 - 62,000; Full time

Job summary

SABI Health in Calgary is seeking a Client Services Coordinator to be the welcoming face of the clinic, ensuring smooth scheduling, communications, and client journeys.

You will work closely with practitioners and staff to coordinate appointments, follow up with clients, and support enrollment and administrative tasks, all while maintaining a warm, proactive, and organized approach.

Responsibilities

• Create a warm, welcoming, and professional experience for every client.
• Coordinate appointments across our multidisciplinary team.
• Manage communication with current and prospective clients by phone, email, and other channels.
• Follow up with prospective clients after inquiries and tours.
• Own and maintain accurate client information within our CRM.

Job description

SABI Health is reimagining what healthcare can look like. We’re a private health clinic focused on proactive, whole-person care, bringing primary care, naturopathic medicine, nutrition, strength and conditioning, diagnostics, and an elevated client experience together under one roof.

We’re looking for aClient Services Coordinator to join our growing team and play an important role in creating a seamless, welcoming experience for every client who interacts with SABI Health.

The Role

The Client Services Coordinator is at the centre of the client experience and the day-to-day flow of the clinic. You’ll work closely with our clients, practitioners, and internal team to keep communication, scheduling, follow-up, and the many moving pieces of the clinic organized and running smoothly.

This is a people-focused role that requires someone who is highly organized, proactive, and comfortable wearing a few different hats throughout the day.

Key Responsibilities

Client Experience

Create a warm, welcoming, and professional experience for every client.

Build genuine relationships with clients and become a trusted point of contact throughout their SABI journey.

Respond to client questions and requests in a timely and thoughtful way.

Anticipate client needs and pay attention to the small details that make a great experience.

Scheduling & Clinic Coordination

Coordinate appointments across our multidisciplinary team.

Manage scheduling changes, cancellations, rescheduling, and appointment reminders.

Help ensure clients are prepared for upcoming appointments and understand what to expect.

Support practitioners with the day-to-day flow of the clinic.

Client Communication & Follow-Up

Manage communication with current and prospective clients by phone, email, and other channels.

Follow up with prospective clients after Discovery Care Calls, tours, events, and inquiries.

Communicate program information, next steps, forms, and other client resources.

Stay on top of outstanding follow-ups and make sure nothing falls through the cracks.

CRM & Client Journey

Own and maintain accurate client information within our CRM.

Track prospective clients through the Discovery Care and enrollment journey.

Keep notes, communication, and next steps up to date.

Help identify opportunities to improve our systems, processes, and overall client journey.

Tours & Enrollment Support

Conduct or support Discovery Care tours and introductory experiences.

Help prospective clients understand SABI Health, our programs, and our approach to care.

Coordinate with clinicians when appropriate.

Support prospective clients through the enrollment process with consistent and thoughtful follow-up.

Team & Clinic Support

Act as a communication bridge between clients and the clinical team.

Coordinate forms, consents, intake information, and other client documentation.

Assist with invoices, payments, receipts, and general administrative tasks.

Support SABI Health events, open houses, and other client initiatives.

Jump in where needed and help keep the clinic running smoothly.

What We’re Looking For

We’re looking for someone who:

Is naturally warm, personable, and genuinely enjoys working with people.

Has a strong sense of hospitality and takes pride in creating a great client experience.

Is highly organized and comfortable managing multiple priorities.

Communicates clearly and confidently, both in person and in writing.

Is proactive and takes ownership of tasks from start to finish.

Can stay calm, positive, and solution-oriented when things get busy.

Is comfortable learning new systems and technology.

Works well as part of a team and is willing to jump in wherever needed.

Notices the little things and understands that they can make a big difference.

Experience

Previous experience inclient services, healthcare, hospitality, administration, reception, sales, or a similar role is an asset.

Healthcare experience is great, but it isn’t everything. We can teach our systems and processes—we’re looking for someone who brings strong communication skills, organization, initiative, and a genuine interest in taking care of people.

Why SABI Health?

SABI Health is growing, and we’re looking for someone who wants to grow with us. This is an opportunity to be part of a team that is building something different in healthcare and to have a real impact on the experience we provide to our clients.