Admin Assistant

Job Summary

The Administrative Assistant / Wellness Coordinator plays a vital role in supporting the daily operations of the clinic, ensuring seamless administrative processes, and providing a positive and professional experience for clients. This role combines administrative support, client coordination, and wellness program facilitation to ensure the smooth flow of client journeys, accurate records management, timely communication, and financial coordination. The role also contributes to sales tracking and supports the overall goals of the clinic through active participation in training and team development.

Job Responsibilities

Administrative Work (Client-related):

• Maintain accurate and organized client records, progress notes, and documentation in accordance with clinic policies and legal requirements.
• Organize and manage the clinic appointment calendar and assist in streamlining client journeys.
• Receive and distribute incoming mail, deliveries, and manage outgoing mail and packages.
• Assist in coordinating appointments, follow-ups, and referrals based on clinic protocols.
• Function as a cashier: receive payments, issue receipts, and coordinate financial reports with the accounting team.
• Ensure timely payments from clients before services are rendered.
• Distribute and organize client forms for use by the care team.

Client Relations:

• Support coaches by attending to clients in the waiting area and ensuring a welcoming atmosphere.
• Coordinate and manage documentation between clients and the care team, including video updates, reports, and other materials.
• Collaborate with the care team to provide administrative support and resolve logistical concerns.

Sales Tracking:

• Monitor and update the sales tracker on a timely basis.
• Track sales entries in QuickBooks and Zenoti alongside the accounting lead.
• Issue client invoices and coordinate with relevant departments to ensure prompt processing.

Training & Development:

• Engage in regular training and professional development related to wellness, client care, communication, mental health, and functional medicine.
• Attend team meetings and case conferences to stay aligned with clinic updates and contribute to team initiatives.

Job Requirements

• Bachelor's degree or equivalent work experience in Business Administration, Psychology, Wellness, or related field.
• Prior experience in administrative support or clinic operations is an advantage.
• Strong organizational and time-management skills.
• Excellent interpersonal and communication abilities.
• Familiarity with software tools like QuickBooks, Zenoti, and Google Workspace is a plus.
• Empathy, professionalism, and a customer-first mindset.