Client Experience and Operations Coordinator

Ironhorse PT and Pilates; San Francisco (CA); On-site; USD 36,000 - 48,000; Part time

Job summary

Ironhorse Physical Therapy & Pilates in San Ramon, CA seeks a Client Experience & Operations Coordinator. This role goes beyond a traditional front desk, focusing on delivering a personalized client experience while ensuring efficient clinic operations.

You will proactively improve processes, follow up with clients, and support the clinical team to maintain high standards of care and service.

Qualifications

• High level of organization and attention to detail.
• Strong communication and customer-service abilities.
• Ability to take initiative and self-manage.
• Comfort with juggling multiple tasks and responsibilities.

Responsibilities

• Create a welcoming, professional client experience.
• Manage front-desk operations, scheduling, calls, and client communication.
• Follow up with prospective and existing clients to convert inquiries to appointments.
• Ensure clients are scheduled and followed up throughout their experience.
• Identify gaps in daily operations and take initiative to resolve them.
• Maintain organized clinic systems and processes, following established procedures.

Skills

Organizational skills

Communication

Customer service

Initiative

Multitasking

Reliability

Job description

Part-Time to Full-Time | 25–30 hours/week initially | $26–$35/hour depending on experience

Ironhorse Physical Therapy & Pilates | San Ramon, CA

We are looking for an exceptional Client Experience & Operations Coordinator to join our team at Ironhorse Physical Therapy & Pilates.

This is not a traditional front desk or receptionist position. We are looking for someone who is warm, organized, proactive, and genuinely enjoys taking ownership. The right person will play an important role in creating an exceptional experience for every client while helping our clinic run smoothly and efficiently.

You will be someone who naturally notices what needs to be done and takes action — whether that means following up with a client, identifying an issue with the schedule, helping improve a process, or making sure the clinic is running at its best.

What You'll Do

• Create a welcoming, professional, and personalized experience for every client
• Manage front-desk operations, scheduling, phone calls, and client communication
• Follow up with prospective and existing clients and help convert inquiries into appointments
• Ensure clients are properly scheduled and followed up with throughout their experience
• Identify problems or gaps in daily operations and take initiative to solve them
• Help maintain organized and efficient clinic systems and processes
• Follow established procedures and contribute ideas for improving them
• Communicate effectively with clients and members of the clinical team
• Assist with administrative and operational tasks as needed
• Help ensure the clinic environment consistently reflects the high level of care and service we provide

Who We're Looking For

We are looking for someone who:

• Is highly organized and detail-oriented
• Takes initiative and doesn't wait to be told what needs to be done
• Is warm, personable, and genuinely enjoys working with people
• Has excellent communication and customer-service skills
• Can prioritize and manage multiple responsibilities at once
• Is dependable, accountable, and follows through
• Is comfortable solving problems independently
• Enjoys creating positive experiences for clients
• Is interested in growing within a role and taking on increasing responsibility

Healthcare, physical therapy, Pilates, fitness, hospitality, sales, wellness, or practice-management experience is a plus, but not required. We are especially interested in candidates who have experience creating an elevated client or customer experience and who naturally take ownership of their work.

Schedule & Growth

This position will begin at approximately 25–30 hours per week, with the opportunity to grow into a full-time positionas the role and clinic continue to grow.

Compensation: $26–$35/hour, depending on experience.

If you are someone who enjoys working with people, solving problems, staying organized, and making things better without waiting to be asked, we would love to hear from you.