About the Clinic
Nova Thera Wellness is a purpose-built, 4,030 sq ft integrated medical aesthetics and wellness destination in Woodbridge, Ontario. Our Client Experience Coordinators are the heartbeat of the clinic — the first and last impression every client receives. We are looking for a warm, professional, highly organized individual to join our founding front desk team.
Role Overview
As a Full-Time Client Experience Coordinator, you will be the primary point of contact for all clients — managing all front desk operations, appointment scheduling, client communications, and clinic coordination. You will support every practitioner in the clinic and ensure a seamless, premium client journey from the first touchpoint to post-visit follow-up.
Key ResponsibilitiesClient Experience & Reception
- Greet and welcome all clients in person with a warm, professional demeanor upon arrival
- Answer all incoming calls, text messages, and emails; respond to inquiries with timely, knowledgeable, and friendly communication
- Manage and optimize the clinic's appointment schedule across all practitioners using Jane App
- Complete client check-in and check-out procedures; process payments and issue receipts
- Handle client complaints or concerns with empathy and professionalism; escalate to management where necessary
Scheduling & Clinic Coordination
- Manage scheduling for all practitioners across multiple treatment rooms and service categories
- Proactively fill cancellations and manage waitlists to optimize clinic capacity
- Coordinate client intake forms, consent documents, and health history collection prior to appointments
- Communicate relevant intake information to the appropriate practitioner ahead of each appointment
- Prepare daily practitioner schedules, room assignments, and supply requisitions
Billing & Administrative Support
- Process client payments (cash, debit, credit); issue insurance receipts for eligible services
- Reconcile daily transactions and end-of-day cash management
- Maintain accurate client records, contact information, and treatment history in Jane App
- Support the Operations Manager with ordering supplies, managing vendor communications, and administrative tasks
Marketing & Retail Support
- Promote clinic services, memberships, and wellness packages to clients at the point of sale
- Manage retail product display and inventory for any front-desk skincare or wellness product offerings
- Support social media scheduling, review management, and client communication campaigns as directed
QualificationsRequired
- Minimum 1 year of front desk, reception, or customer service experience (healthcare, wellness, or premium service environment preferred)
- Excellent verbal and written communication skills in English
- Proficiency with scheduling software, CRM systems, or EMR platforms; experience with Jane App is a strong asset
- Strong organizational skills; ability to multitask and prioritize in a fast-paced clinic environment
- Professional presentation and a genuinely client-centered attitude
- Clear criminal background check
Preferred (Strong Asset)
- Experience in a medical spa, wellness clinic, chiropractic, physiotherapy, or aesthetics setting
- Knowledge of insurance receipting for massage therapy, chiropractic, or naturopathic services
- Familiarity with Jane App or equivalent clinic management software
- Interest in integrative health, wellness, or medical aesthetics
- Bilingual (English + French, Arabic, or Punjabi) is an advantage given local community demographics
Pay: $18.00-$22.00 per hour
Work Location: In person
