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, organized, part-time team member to support our front desk operations.
Role Overview
As a Part-Time Client Experience Coordinator, you will deliver an exceptional front desk experience during your scheduled shifts — managing client check-in and check-out, appointment scheduling support, and clinic coordination. You will work closely with the Full-Time Coordinator and Operations Manager to ensure seamless coverage and a consistently premium client experience.
Key ResponsibilitiesClient Experience & Reception
- Greet and welcome all clients in person with professionalism and warmth
- Answer incoming calls and messages; respond to client inquiries accurately and promptly
- Manage client appointment check-in and check-out procedures
- Process client payments and issue insurance receipts for eligible services
- Handle client inquiries about services, pricing, and treatment packages with confidence
Scheduling Support
- Assist with appointment scheduling, rescheduling, and managing cancellations in Jane App
- Proactively contact waitlisted clients to fill open appointment slots
- Coordinate client intake forms and ensure completed documentation is filed correctly
- Support daily practitioner schedule preparation and room setup notifications
Administrative Support
- Assist with end-of-shift transaction reconciliation and cash management
- Maintain tidy, organized, and well-stocked front desk and reception area
- Support retail display maintenance and front-desk product inventory
- Assist with any administrative projects as directed by the Operations Manager
QualificationsRequired
- Customer service or reception experience in any professional setting (healthcare or wellness preferred)
- Strong interpersonal skills and genuine warmth with clients
- Comfortable with scheduling software or basic CRM platforms; Jane App experience is an asset
- Reliable, punctual, and professional with a team-player attitude
- Flexible availability including evenings and weekends
- Clear criminal background check
Preferred (Strong Asset)
- Previous experience in a clinic, medical spa, physiotherapy, or wellness setting
- Familiarity with insurance receipts for regulated health services
- Interest in integrative health, wellness, or medical aesthetics
- Bilingual (English + French, Arabic, or Punjabi) is an advantage given local community demographics
Pay: $18.00-$21.00 per hour
Work Location: In person
