About Sundara Wellness
Sundara Wellness brings clinical care and restorative wellness services together under one roof. Our services
include acupuncture, physical and occupational therapy, chiropractic care, massage therapy, nutrition, esthetics, yoga and Pilates, and a growing Restore Studio with float therapy, sauna, cold plunge, hyperbaric oxygen therapy, compression, red light, and salt therapy. We value personalized care, active listening, collaboration, and a warm, seamless experience for every client.

Position Summary
The Client Care and Clinic Support Coordinator helps keep the center welcoming, organized, and running
smoothly. This hands-on role combines front desk and client communication with practical support such as
preparing rooms, cleaning and sanitizing equipment, restocking supplies, and helping with laundry. The
coordinator is often the first and last point of contact for clients and should be able to help them navigate
Sundara’s services, scheduling, payments, memberships, and packages with confidence and care.
This is a team support position rather than a management role. Everyone at Sundara pitches in to protect the
client experience and keep the center ready for the next appointment. The position may grow into a full-time
role as our needs evolve, although full-time hours are not guaranteed.

Primary Responsibilities

Client Care and Front Desk
• Welcome clients, complete check in and check out, and help each person feel oriented and cared for
throughout the visit.
• Answer phone calls, voicemail, email, and text messages promptly and professionally.
• Schedule, reschedule, and confirm appointments across clinical and wellness services.
• Collect payments and accurately process packages, memberships, gift cards, credits, and other account
activity.
• Respond to routine questions and concerns within the scope of the role, relay messages, follow up as
needed, and involve a provider or manager when appropriate.
• Coordinate with providers and other team members to support smooth room flow and minimize delays.
Service Guidance and Client Relationships
• Develop a working knowledge of Sundara’s clinical services, Restore services, memberships, packages,
policies, and current promotions.

Service Guidance and Client Relationships
• Develop a working knowledge of Sundara’s clinical services, Restore services, memberships, packages,
policies, and current promotions.
• Explain what clients can expect before, during, and after a service using Sundara’s approved information and
protocols.
• Share approved preparation, eligibility, and safety information and refer clinical questions to the appropriate
provider.
• Help clients select and book services based on their stated goals while staying within the nonclinical scope of
the role.
• Support rebooking, retention, and thoughtful cross-promotion of services, packages, and memberships.
• Escort and orient clients to Restore services and provide clear instructions for the flow of their visit.

Clinic and Restore Support
• Prepare, reset, clean, and sanitize treatment and Restore rooms between appointments according to
established protocols.
• Help with laundry, linens, supply replenishment, and organization throughout the center.
• Complete assigned opening and closing procedures and help maintain a polished front desk, waiting area,
and shared spaces.
• Check that rooms and equipment are ready for scheduled services and promptly document or report
problems to the manager.
• Monitor commonly used supplies and communicate restocking needs before items run out.
• Shift priorities as needed and assist the team wherever support is most important to the day’s flow.

Clinical Administrative Support
• Maintain accurate client contact, intake, and insurance information in the appropriate systems.
• Update client profiles with insurance benefit information provided by the billing team so the appropriate
amount can be collected at check-in, and flag discrepancies or questions for follow-up.
• Scan and upload documents and route faxes, referrals, records, and messages to the appropriate provider or
team member.
• Collect balances and answer basic account questions, referring complex billing or insurance questions to the
appropriate staff member.
• Protect client privacy and follow all confidentiality and HIPAA requirements.
• Complete other administrative tasks assigned to support clinic operations and client care.

Education and Experience
• High school diploma or equivalent required.
• Previous experience in a medical office, wellness center, spa, hospitality setting, or client-service role
preferred.
• Familiarity with HIPAA, medical-office workflows, or health-insurance terminology is preferred. Training may
be provided for the right candidate.

Required Skills and Qualities
• Warm, clear, and professional written and verbal communication.
• Strong organization, time management, and attention to detail.
• Ability to prioritize several requests while remaining calm and helpful.
• Reliable follow through, good judgment, and willingness to take initiative.
• Comfort discussing services, memberships, packages, and rebooking opportunities with clients.
• Ability to work independently while communicating closely with a collaborative team.
• Comfort using scheduling, point of sale, electronic records, phone, email, and Google Workspace systems
and learning new technology.
• Discretion and consistent protection of confidential information.
• A team-oriented attitude and willingness to share practical work such as room turnover, restocking, and
laundry.

Physical Requirements
• Ability to remain active during much of the shift, including standing, walking, and moving throughout a
multi-level facility.
• Ability to bend, reach, and repeatedly complete room reset, sanitizing, laundry, and supply stocking tasks.
• Ability to lift and carry up to 25 pounds with or without reasonable accommodation.
• Ability to work at a desk, computer, and phone for portions of the shift.

Core Values
• Reliable Follow through on commitments and bring consistency to the team and daily operation.
• Loyal Represent Sundara thoughtfully, protect confidential information, and care for the business and its
community.
• Knowledgeable Keep learning and become confident explaining the systems and services needed to
support clients and the team.
• Nurturing Treat clients and coworkers with warmth, patience, respect, and care.
• Collaborative Recognize that each person’s work affects the whole experience and contribute wherever
help is needed.

This job description summarizes the position’s primary responsibilities. Duties may change as Sundara’s services and operational needs evolve.