Client Services Coordinator

Position Summary

The Client Services Coordinator supports the day-to-day operations of the Sheltering Arms Fitness & Wellness programs by serving as the primary point of contact for members, clients, caregivers, and visitors. This role ensures exceptional service experience, coordinates membership and program activities, and supports the delivery of safe, engaging, and medically informed fitness services designed for individuals of all abilities.

Key Responsibilities

• Serve as the first line of communication for all fitness and wellness programs inquiries (in-person, phone, and email).
• Process all internal referrals from Sheltering Arms Institute and external referral providers within 24 hours of receiving.
• Provide warm, professional customer service to clients, members, patients, caregivers, and community partners.
• Aid clients and members with membership enrollment, renewals, billing questions, and service selection.
• Conduct client intake tasks such as scheduling fitness assessments, membership orientations, and program sessions.
• Follow up and collect medical clearance to exercise requests from physicians.
• Oversee day-to-day front desk operations, including check-in procedures, appointment scheduling, and payment processing.
• Work with clinical and clerical staff to ensure internal and external customer satisfaction.
• Maintain accurate records in membership and scheduling systems.
• Prepare and distribute program materials, reports, and communications.
• Support compliance with privacy and documentation standards (HIPAA and organizational policies).
• Assists Program Systems Administrator with communication, and Rec Trac/WebTrac/WebApp systems support.
• Assists Managers, Exercise Physiologists, and other staff with communication, scheduling, and program support.
• Ensure fitness areas—including gym, pool, and group rooms—are prepared for sessions and events as needed.
• Help maintain inventory of client welcome packages, member incentive supplies, and internal marketing materials.
• Maintain a safe, clean, and welcoming environment for all users.
• Monitor facility activity and alert staff to any safety or equipment concerns.
• Support emergency procedures as trained (CPR/AED preferred).
• Assist with routine cleanliness checks and facility readiness.
• Promote fitness services, adaptive programs, and special events to members, clients, patients, and families.
• Host tours of facility for prospective clients and members.
• Help implement client satisfaction initiatives and gather feedback.
• Contribute to an inclusive, encouraging atmosphere aligned with Sheltering Arms mission of helping individuals overcome physical challenges.

Qualifications

• High school diploma or equivalent.
• Strong customer service and communication skills.
• Ability to multitask in a fast-paced, client-centered environment.
• Basic computer proficiency (Microsoft Office, scheduling systems, email).
• Professional, empathetic, and patient-focused demeanor.

Preferred Experience

• In a fitness center, healthcare setting, or rehabilitation environment.
• Prior administrative, front desk, or program coordination experience.
• CPR/AED certification (or willingness to obtain).
• Experience working with individuals with disabilities or special needs.

Compensation

Final compensation depends on experience, skills, and internal equity. Range: $20.00 – $25.00 per hour.