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 insurance

Dental insurance

Vision insurance

Paid time off

Paid holidays

Retirement plan

Job summary

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. The role requires a proactive, consultative communicator who guides clients toward scheduling and upholds structured, mission-driven care.

The ideal candidate thrives in an organized clinical setting, takes initiative, and can move multiple

Qualifications

• Demonstrates initiative in conversations and guides clients toward decisions.
• Able to communicate value of services over the phone and in person.
• Maintains warm, engaging presence while completing tasks efficiently.
• Takes ownership of client care processes and clinic organization.

Responsibilities

• Manage client intake and scheduling.
• Provide front-office client care and light operational duties.
• Influence prospective clients to schedule through consultative conversations.
• Support clinic organization and administrative workflows.

Skills

Initiative

Consultative communication

Relationship building

Sales/value communication

Organizational focus

Reliable/time management

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