Client Coordinator

Key ResponsibilitiesEngage 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 ExperienceWelcome 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 & AdministrationHandle 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 RequirementsBachelor’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 SkillsExcellent 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 IndicatorsAppointment 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.