Client Care Coordinator

SEROTONIN Anti-Aging Centers; Orlando (FL); On-site; USD 32,000 - 52,000; Full time

Job summary

Serotonin Centers Orlando is seeking a Client Care Coordinator to greet clients, manage appointments, process transactions, and maintain accurate records in a fast-paced wellness setting. You will support sales and service excellence using Zenoti, GHL, email, and Teams while ensuring a welcoming experience.

Key duties include front desk operations, appointment scheduling, payments, and member engagement. You will collaborate with Health Coaches and practitioners to optimize client flow and

Qualifications

• Experience in front desk or client service roles; consultative sales experience preferred.
• Strong communication and interpersonal skills; ability to create a welcoming environment.
• Proficiency in Zenoti and general business platforms; comfort with email and Teams.

Responsibilities

• Greet clients and manage check-in/check-out processes smoothly and accurately.
• Schedule appointments in Zenoti and maintain real-time calendar accuracy.
• Process payments and reconcile daily transactions; manage memberships and retail promotions.

Skills

Communication skills

Interpersonal skills

Front desk experience

Consultative sales

Tools

Zenoti

GHL

Teams

Job description

Serotonin Centers Orlando 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 in Orlando franchised locations, 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

• 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.
• Create a welcoming environment that reflects Serotonin’s brand promise.
• Provide guidance on services, memberships, and promotions; answer client questions with confidence.
• 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, and 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 the 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 within 24 hours of the event.

Core KPIs & Targets:

• 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.
• GHL: CRM and marketing automation.
• Email & Teams: Internal communication.

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.