Part-Time Client Services Coordinator

Sheltering Arms Institute; Chesterfield Court House (VA); On-site; USD 27,552 - 34,440; Full time

Job summary

Sheltering Arms Institute in the Richmond, VA area is seeking a full-time Client Services Coordinator to support day-to-day operations for our fitness and wellness programs. You will be the primary point of contact for members, clients, caregivers, and visitors, ensuring an exceptional service experience and coordinating memberships and activities.

The role emphasizes front desk oversight, scheduling, membership processing, and compliance with privacy standards.

Qualifications

• High school diploma or equivalent is required.
• Strong customer service and communication skills are essential.
• Ability to multitask in a fast-paced environment is required.
• Basic computer proficiency (Microsoft Office, scheduling systems, email) is required.
• Professional, empathetic, and patient-focused demeanor is expected.

Responsibilities

• Serve as the first line of communication for fitness and wellness program inquiries (in-person, phone, and email).
• Process referrals within 24 hours of receipt.
• Provide warm, professional customer service to clients, members, patients, caregivers, and community partners.
• Assist with membership enrollment, renewals, billing questions, and service selection.
• Conduct client intake tasks such as scheduling fitness assessments, orientations, and program sessions.
• Follow up to obtain medical clearance to exercise from physicians.

Skills

Customer service

Communication

Multitasking

Computer skills

Empathy

Education

High school diploma or equivalent

Job description

Located in the Richmond, VA area, Sheltering Arms Physical Rehabilitation Centers help individuals find the power to overcome strokes, injuries and other setbacks. We use evidence‑based clinical practice guidelines and proven technology to ensure the best possible outcomes for our patients. Offering a network of support services more comprehensive and holistic than any other in central Virginia, Sheltering Arms not only heals bodies—we transform lives. With a legacy of more than 130 years, the newest technologies and a dedicated team who are experts in their field, miracles happen within our doors every day. What inspires you?

We are currently seeking a full‑time Client Services Coordinator to join our team.

Compensation

• $20.00 – $25.00 per hour
• This range reflects our commitment to pay equity and market‑competitive compensation.
• Final compensation depends on experience, skills, and internal equity.

Position Summary

The Client Services Coordinator supports the day‑to‑day operations of the Sheltering Arms Fitness & Wellness programs by serving as the primary point of contact for members, clients, caregivers, and visitors. This role ensures an exceptional service experience, coordinates membership and program activities, and supports the delivery of safe, engaging, and medically informed fitness services designed for individuals of all abilities.

Key Responsibilities

Client & Member Support

• Serve as the first line of communication for all fitness and wellness programs inquiries (in‑person, phone, and email).
• Process all internal referrals from Sheltering Arms Institute and external referral providers within 24 hours of receiving.
• Provide warm, professional customer service to clients, members, patients, caregivers, and community partners.
• Assist clients and members with membership enrollment, renewals, billing questions, and service selection.
• Conduct client intake tasks such as scheduling fitness assessments, membership orientations, and program sessions.
• Follow up and collect medical clearance to exercise requests from physicians.

Front Desk & Administrative Operations

• Oversee day‑to‑day front desk operations, including check‑in procedures, appointment scheduling, and payment processing.
• Work with clinical and clerical staff to ensure internal and external customer satisfaction.
• Maintain accurate records in membership and scheduling systems.
• Prepare and distribute program materials, reports, and communications.
• Support compliance with privacy and documentation standards (HIPAA and organizational policies).
• Assist Program Systems Administrator with communication, and Rec Trac/WebTrac/WebApp systems support.

Program Coordination

• Assist managers, exercise physiologists, and other staff with communication, scheduling, and program support.
• Ensure fitness areas—including gym, pool, and group rooms—are prepared for sessions and events as needed.
• Help maintain inventory of client welcome packages, member incentive supplies, and internal marketing materials.

Safety & Facility Support

• Maintain a safe, clean, and welcoming environment for all users.
• Monitor facility activity and alert staff to any safety or equipment concerns.
• Support emergency procedures as trained (CPR/AED preferred).
• Assist with routine cleanliness checks and facility readiness.

Member Engagement & Community Experience

• Promote fitness services, adaptive programs, and special events to members, clients, patients, and families.
• Host tours of the facility for prospective clients and members.
• Help implement client satisfaction initiatives and gather feedback.
• Contribute to an inclusive, encouraging atmosphere aligned with Sheltering Arms mission of helping individuals overcome physical challenges.

Qualifications

Required

• High school diploma or equivalent.
• Strong customer service and communication skills.
• Ability to multitask in a fast‑paced, client‑centered environment.
• Basic computer proficiency (Microsoft Office, scheduling systems, email).
• Professional, empathetic, and patient‑focused demeanor.

Preferred

• Experience in a fitness center, healthcare setting, or rehabilitation environment.
• Prior administrative, front desk, or program coordination experience.
• CPR/AED certification (or willingness to obtain).
• Experience working with individuals with disabilities or special needs.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.