Client Coordinator

Key Responsibilities - Engage with clients to understand their needs and recommend suitable Kaya services and treatments. - Book sufficient appointments in line with daily and monthly clinic targets. - Confirm appointments and support session consumption according to the clinic plan. - Capture sales leads and update opportunities in the relevant systems. - Achieve individual targets and work collaboratively with the clinic team to support overall business goals. - Contribute to collection, consumption, and client conversion targets. Client Experience - Welcome clients and ensure a professional, warm, and seamless clinic experience. - Assist clients with registration and guide them to the appropriate doctor, practitioner, or service. - Identify client needs and provide relevant information about available treatments, services, and products. - Build strong rapport with clients and maintain a high standard of customer service. - Support clients throughout their journey at the clinic. - Handle complaints professionally, resolve issues where possible, and escalate unresolved cases when required. - Proactively collect client feedback and support corrective or preventive actions when needed. Clinic Operations & Administration - Handle incoming client calls and inquiries. - Conduct outbound calls for appointment confirmation, service consumption, follow-ups, and relevant offerings. - Ensure all appointments are accurately booked and doctors/practitioners are correctly tagged in the system. - Ensure session consumption is properly recorded after service delivery. - Update daily collections and ensure cash and card transactions match system records. - Prepare and update daily business reports. - Maintain accurate client information and records in the clinic system. - Process billing for consumed services and provide clients with invoices. - Ensure every client is booked for their next visit. - Follow Kaya SOPs, policies, Code of Conduct, and compliance standards. Candidate Requirements - Bachelor’s degree / Graduate in any discipline. - Minimum 1 year of customer-facing experience. - Previous clinic experience is mandatory. - Candidates without clinic experience will not be considered. - Experience in dermatology, aesthetics, cosmetic, beauty, wellness, or healthcare clinics is strongly preferred. - Strong understanding of clinic operations, appointment handling, client follow-up, and customer service. - Sales experience within a clinic environment is highly preferred.Required Skills - Excellent communication and interpersonal skills. - Strong customer service orientation. - Rapport-building skills. - Ability to work under pressure. - Complaint handling and conflict resolution skills. - Strong selling and service recommendation skills. - Negotiation skills. - Good business awareness. - Strong organizational and multitasking skills. - Comfortable working with clinic systems, CRM platforms, and software. Key Performance Indicators - Appointment booking achievement. - Session consumption vs. target. - Collection vs. target. - Individual input and business target achievement. - Customer feedback. - Complaint management. - Process compliance. - Call quality and follow-up performance.