Client Services Coordinator

Job Description

REQUIREMENTS

• Excellent verbal and written English communication skills.
• Professional and compassionate phone presence.
• Strong organizational and time-management skills.
• Exceptional attention to detail.
• Ability to manage multiple priorities simultaneously.
• Strong follow-through and accountability.
• Comfortable learning new software systems.
• Full-time availability (40 hours/week).

Preferred

• Experience in healthcare administration, intake coordination, customer service, or operations.
• Experience with CRM or EHR platforms.
• Experience supporting U.S.-based clients.
• Experience working remotely.

RESPONSIBILITIES

Client Intake & Onboarding

• Respond promptly to new client inquiries by phone, email, website, and lead management systems.
• Conduct discovery calls with prospective families.
• Gather demographic, insurance, scheduling, and referral information.
• Guide families through the onboarding process.
• Collect and review required documentation.
• Create and maintain accurate client records within company systems.

Client Services & Case Coordination

• Serve as the primary administrative point of contact for prospective, pending, and active clients.
• Maintain proactive communication with families throughout the onboarding process and after services begin.
• Coordinate scheduling changes, service requests, and administrative needs.
• Ensure every client has a clearly defined next step.
• Identify delays or barriers and coordinate with the appropriate team members to move cases forward.

Pipeline & Workflow Management

• Maintain the client intake pipeline within GoHighLevel.
• Track all referrals from initial inquiry through active services.
• Maintain accurate operational dashboards and management reports.
• Document client communications and status updates.
• Ensure no client, task, or follow-up falls through the cracks.

Internal Team Coordination

• Coordinate closely with the Clinical Director, Staffing Coordinator, Administrative Compliance Coordinator, and leadership team.
• Communicate new referrals, scheduling updates, staffing needs, and onboarding progress.
• Help ensure a smooth transition from intake to active services.

Administrative Excellence

• Maintain organized and accurate client records.
• Follow established workflows and standard operating procedures.
• Ensure documentation is complete and up to date.
• Identify opportunities to improve efficiency and enhance the client experience.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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