Client Services Coordinator

Oxylon Wellness; Costa Mesa (CA); On-site; Full time

Job summary

A leading wellness center is seeking a Client Experience Coordinator to ensure exceptional client interactions. This entry-level position involves welcoming clients, managing appointments, and providing personalized support throughout their wellness journey. Ideal candidates are passionate about health and wellness, possess strong communication skills, and are organized in a fast-paced environment. Join a dedicated team committed to enhancing client experiences and promoting holistic living.

Qualifications

• Minimum of 1–2 years in a customer service or hospitality role.
• Passion for health, wellness, and holistic living.

Responsibilities

• Greet and welcome clients, answer questions, and provide information.
• Schedule appointments, manage the front desk, and answer inquiries.
• Maintain accurate client records in the CRM system.

Skills

Customer Service

Communication

Organizational Skills

Multitasking

Proactive

Education

1–2 years in customer service

Tools

CRM Tools

Spa Scheduling Software

Job description

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This range is provided by Oxylon Wellness. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$25.00/hr - $28.00/hr

Additional compensation types

Annual Bonus and Commission

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Position Overview

We are seeking a highly motivated and wellness-passionate Client Experience Coordinator to be the first point of contact for our clients and ensure each visit reflects the Oxylon standard of care. You will guide clients through their wellness experience and provide seamless support across bookings, check-ins, and communications. This client-facing role is essential in creating a warm, welcoming, and informed environment where every client feels supported on their journey toward improved vitality and longevity.

Key Responsibilities

• Greet and welcome clients, answer questions, and provide information about services and offerings
• Schedule appointments, manage the front desk, and answer inquiries via phone, email, or text
• Ensure every client has a smooth and personalized experience from check-in to exit
• Serve as a key point of contact throughout the client’s wellness journey, assisting with wellness plans and progress updates
• Address concerns directly or escalate to the General Manager or Owner as needed
• Process intake forms, service consents, payments, and membership documentation
• Maintain accurate client records in the CRM system and ensure proper documentation of interactions
• Upsell memberships, packages, and add-on therapies based on client needs and preferences
• Collaborate with staff to coordinate daily flow, appointment timing, and room readiness
• Assist with maintaining a tidy and professional front-of-house environment
• Support service improvements by relaying client feedback and identifying trends
• Manage digital communications, including appointment confirmations and follow-up messages

Qualifications

• Minimum of 1–2 years in a customer service or hospitality role (preferably in wellness, spa, or health industries)
• Passion for health, wellness, and holistic living
• Warm, friendly, and professional communication style—both in person and on the phone
• A client-first mindset with the ability to personalize interactions and anticipate needs
• Strong organizational skills and ability to multitask in a fast-paced environment
• Proactive, flexible, and solutions-oriented
• Comfortable using spa scheduling software, CRM tools, and intake platforms (e.g., Jane, Mindbody, HubSpot, or similar)
• Dependable with a track record of punctuality and team collaboration
• Knowledge of wellness principles and services (preferred)

Work Environment & Physical Requirements

• This role requires the ability to sit, stand, walk, bend, kneel, crouch, squat, twist, and reach
• Occasionally lift and carry up to 10 pounds with assistance
• Work in a wellness center environment that includes both front desk and light operational support
• Reasonable accommodations may be made for individuals with disabilities

Seniority level

Entry level

Employment type

Full-time

Job function

Business Development and Sales

Industries

Wellness and Fitness Services

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Other locations and salary details are provided for context but are not part of the primary job description.