Client Care/ Outreach Coordinator

Serotonin Fort Worth; Fort Worth (TX); On-site; USD 21,000 - 30,000; Part time

Job summary

Serotonin Centers in Fort Worth is seeking a part-time Client Care Coordinator to greet clients, manage appointments, process transactions, and maintain accurate records using Zenoti, GHL, email, and Teams. You will support front desk operations, memberships, and promotions while upholding HIPAA and delivering outstanding service.

As a concierge and operational anchor, you will help drive client satisfaction and retention by maintaining professional environments, coordinating schedules, and

Qualifications

• Front desk or client service experience required.
• Proficiency with Zenoti and CRM/marketing tools.
• Excellent communication and multitasking abilities.
• HIPAA compliance and data privacy awareness.

Responsibilities

• Stand up, greet every client warmly and professionally; ensure check-in/out is smooth and accurate.
• Manage appointment scheduling and confirmations; maintain real-time calendars.
• Answer phones and emails promptly with clear information.
• Respond to 95% of calls/emails within 1 business hour; rapid lead response.
• Promote memberships and retail products aligned with client goals.
• Process payments accurately and reconcile daily transactions.
• Maintain accurate client records and ensure audit readiness.
• Follow HIPAA and biohazard protocols to protect privacy and safety.
• Participate in daily huddles and support team goals.
• Assist with in-center marketing initiatives and community outreach.

Skills

Strong communication

Interpersonal skills

Front desk experience

Multitasking

Tools

Zenoti

GHL

Email

Teams

Job description

Future Opening: Client Care/ Outreach Coordinator

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.

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.
• 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!
• 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. 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.
• 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.
• 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.
• ≥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.
• 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

• Membership Conversion: ≥25% of eligible guests

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-
• Positive attitude, team spirit, and commitment to client satisfaction.
• 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.

This is a part-time position.