Client & Corporate Services Executive

Responsibilities:

Client-Facing Services & Operations

• Warmly receive, screen, and register clients into the clinical management system.
• Manage the appointment lifecycle: schedule, confirm, and reschedule client sessions for multiple counsellors efficiently.
• Handle all incoming phone calls and electronic inquiries with professionalism and empathy.
• Address client feedback, concerns, and inquiries, providing timely and sensitive resolutions.
• Obtain and verify client billing information, process payments, and ensure daily financial settlement and reporting.

Administrative Support

• Maintain the highest level of discretion when handling all confidential client records, case notes, and corporate documents.
• Perform data entry, maintain digital filing systems, and manage office supplies.
• Provide general administrative support to the Clinic Manager and Head of Corporate Services, including preparing reports and managing correspondence.

Operational Maintenance & Compliance

• Assist in maintaining the cleanliness, tidiness, and professional appearance of the reception, waiting area, and consultation rooms.
• Ensure all office equipment is in working order and coordinate maintenance as needed.
• Track and manage client session engagements and follow-up communications.

Work Schedule & Shift Arrangements

• This position requires flexibility to work evening shifts (Tue to Thu) and Saturdays to support our extended operating hours
• Specific shift patterns will be arranged in accordance with centre operational needs.
• The standard work week will be 44hrs work week, including Saturday coverage when scheduled.

Requirements:

• Minimum Diploma in Business Administration, Healthcare Administration, Psychology, or a related field
• Minimum 1-2 years of experience in a client-facing role, preferably within a healthcare, clinic, or nonprofit setting.
• Experience handling sensitive and confidential information is a significant advantage.
• Ability to interact with individuals from diverse backgrounds with empathy, patience, and discretion.
• Proven ability to manage multiple tasks, prioritize effectively under pressure, and meet deadlines in a fast-paced environment.
• Advanced skills in MS Office (Word, Excel, Outlook).
• Experience with clinic management software or CRM systems is highly desirable.
• Meticulous Attention to Detail
• Excellent verbal and written communication skills.
• A self-starter who can identify issues and propose effective solutions.