Client Intake - Operations Assistant

Soar Therapy and Integrated Wellness; Springfield (VA); On-site; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical

PTO

Dental

Vision

Paid Holidays

Retirement

Job summary

Soar Therapy & Integrative Wellness is seeking a full-time Client Care & Operations Coordinator to support client intake, scheduling, front-office care, and light operational responsibilities within our outpatient mental health and wellness practice.

This role requires proactive, confident communication, conversion focus, and the ability to guide prospective clients toward scheduling while maintaining organized processes in a structured clinical environment.

Qualifications

• Experience in client service, intake, administrative coordination, sales, hospitality, admissions/enrollment, or related customer-facing role.
• Ability to build rapport quickly, communicate value, address hesitation, and guide people toward a decision.
• Strong attendance history and punctuality.
• Ability to plan ahead for recurring responsibilities and manage work proactively.

Responsibilities

• Client Care & Scheduling: Manage provider schedules accurately and strategically.
• Drive the intake process from first contact to booked appointment.
• Conduct follow-up calls with new clients after their first appointment.
• Communicate clinic policies clearly and confidently.
• Maintain front desk and clinic environment standards.
• Compliance & Documentation: Conduct chart audits to ensure documentation in client charts and compliance.
• Marketing & Outreach: Create event flyers, slide decks; support social media; promote workshops and events; prepare materials for provider outreach; community events involvement.
• Operations & Systems: Move between EHR, CRM, and Google Workspace; identify workflow gaps; collaborate with billing; maintain workflows.

Skills

Communication skills

Client service experience

Sales / conversion

Organizational skills

Attention to detail

Professional composure

Education

Associate’s or Bachelor’s degree in Communications, Public Relations, Marketing, Business Administration, Healthcare Administration, or related field

Tools

Google Workspace

Excel

Canva

CRM/EHR systems

Job description

Soar Therapy & Integrative Wellness is seeking a full-time Client Care & Operations Coordinator to support client intake, scheduling, front-office client care, and light operational responsibilities within our outpatient mental health and wellness practice.

We are seeking a confident, steady professional who takes initiative naturally and wants to grow within a structured, mission-driven clinical environment.

This is a client intake and conversion-focused role with light operational responsibilities. We are looking for someone who is comfortable influencing a decision in a warm, methodical, and ethical way, not simply answering questions or providing appointment availability.

This role requires a consultative communication style. You should be comfortable building rapport quickly, understanding what a prospective client is looking for, addressing hesitation, clearly communicating the value of our services, and confidently guiding appropriate clients toward scheduling.

The ideal candidate may come from a background in communications, public relations, business marketing, admissions or enrollment, recruiting, leasing, boutique wellness, luxury customer service, membership sales, hospitality, or consultative retail sales.

You do not need to be a traditional salesperson. You do need to be comfortable talking with people, reading the conversation, asking thoughtful questions, communicating value, and helping someone move toward a decision.

Who We Are Looking For

We are seeking a professional who:

• This role requires someone comfortable taking initiative in conversations and guiding clients toward decisions, not just providing information
• Confidently communicates and sells the value of our services, both over the phone and in person
• Brings a warm, engaging presence while maintaining focus and efficiency in completing tasks
• Takes initiative and does not wait to be told what to do
• Makes a decision quickly with limited information
• Anticipates needs and addresses them proactively
• Able to prioritize and move multiple tasks forward simultaneously without overthinking
• Thinks quickly and adapts in real time
• Views feedback as a tool for growth and performance refinement
• Demonstrates emotional maturity and professional composure
• Maintains steady performance even when expectations are high
• Is coachable, adaptable, and eager to grow
• Demonstrates urgency and follow-through in completing tasks

This is not an entry-level front desk position. We are looking for someone who enjoys administrative and operational work, thrives in organized systems, and is ready to take ownership of client care processes, clinic organization, and

The ideal candidate is proactive, emotionally mature, dependable, and able to maintain structure and composure in an active clinical setting. Most importantly, this role requires a reliable and dependable person.

We are seeking a professional who takes their responsibilities seriously, shows up consistently, arrives on time, and can be trusted to perform and execute the tasks of this role.

This Role Is Not a Fit If You

• Are highly disorganized or have difficulty keeping track of multiple responsibilities, deadlines, and follow-up items
• Need frequent reminders or repeated follow-up in order to complete assigned work
• Struggle to plan ahead for recurring responsibilities or wait until deadlines become urgent before taking action
• Have difficulty closing the loop on tasks and ensuring work is fully completed and documented
• Prefer to wait for direction rather than independently identifying what needs to be done next
• Are uncomfortable having direct conversations, addressing hesitation, or confidently guiding someone toward a decision
• Avoid difficult or potentially uncomfortable conversations
• Become easily overwhelmed when priorities shift, or several responsibilities need attention at the same time
• Struggle to follow established workflows or prefer creating your own process when a shared system is already in place
• Have difficulty receiving direct feedback, making adjustments, and consistently applying that feedback moving forward
• Require close supervision in order to stay organized, prioritize responsibilities, or meet deadlines
• Have inconsistent attendance, punctuality, or follow-through

Compensation: $23–$25 per hour (based on experience)

Benefits: Medical, Dental, Vision, PTO, Paid Holidays, and Retirement

Work Location & Schedule: Full-Time (35 Hours) | In-Person

Compensation: $23 - $25 hourly

Qualifications

• Required
• Associate’s or Bachelor’s degree in Communications, Public Relations, Marketing, Business Administration, Healthcare Administration, or a related field preferred
• Minimum of 2 years of experience in client service, intake, administrative coordination, sales, hospitality, admissions/enrollment, recruiting, leasing, or a related customer-facing role
• Demonstrated ability to build rapport quickly, communicate value, address hesitation, and confidently guide people toward a decision
• Strong attendance history and punctuality
• Strong organizational skills with the ability to track multiple responsibilities, deadlines, and follow-up items without frequent reminders
• Demonstrated follow-through and ability to independently close the loop on assigned tasks
• Ability to plan ahead for recurring responsibilities and manage work proactively
• High computer fluency and comfort learning and navigating CRM systems, EHR platforms, and other technology
• Familiarity with Google Workspace and Excel or Google Sheets
• Experience using Canva
• Strong written and verbal communication skills
• Ability to prioritize efficiently in a structured, active environment
• Comfortable discussing pricing, services, scheduling options, and clinic policies confidently
• Comfortable receiving direct feedback and consistently applying it to future performance
• Able to work independently while knowing when escalation or additional guidance is appropriate
• Professional judgment, emotional maturity, and composure when handling difficult or uncomfortable conversations
• Preferred
• Experience in private practice, boutique wellness, behavioral health, hospitality, luxury customer service, membership sales, public relations, marketing, or another consultative client-service environment
• Experience with intake conversion, lead follow-up, client retention, or customer relationship management
• Spanish fluency
• Desire for continued growth and development

Responsibilities

• Client Care & Scheduling
• Manage provider schedules accurately and strategically
• Drive the intake process from first contact to booked appointment
• Conduct follow-up calls with new clients after their first appointment
• Communicate clinic policies clearly and confidently
• Maintain professional boundaries at all times
• Compliance & Documentation
• Conduct chart audits to ensure all documentation is present in the client's chart and meets compliance requirements
• Maintain organized systems and structured workflows
• Marketing & Outreach
• Create event flyers, slide decks, and other digital content
• Support light social media posting
• Assist with workshop promotion and event coordination
• Prepare materials for provider outreach
• Support community events and special initiatives
• Operations & Systems
• Move efficiently between our EHR, CRM system, and Google Workspace
• Identify workflow gaps and propose solutions
• Collaborate effectively with billing
• Maintain front desk and clinic environment standards
• Able to work independently