Part-Time Client Services Coordinator

Job description

Part-Time Client Services Coordinator
Be Inspired!
Located in the Richmond, VA area, Sheltering Arms Physical Rehabilitation Centers help individuals find The Power to Overcome strokes, injuries and other setbacks. We use evidence-based clinical practice guidelines and proven technology to ensure the best possible outcomes for our patients. Offering a network of support services more comprehensive and holistic than any other in central Virginia, Sheltering Arms not only heals bodies, we transform lives. With a legacy of more than 130 years, the newest technologies and a dedicated team who are experts in their field, miracles happen within our doors every day. What inspires you?
We are currently seeking a part-time Client Services Coordinator to join our team.
Position Summary
The part-time Client Services Coordinator supports 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, client satisfaction, systems operational efficiencies, and effective communication for services designed for individuals of all abilities.
Key Responsibilities
• Primary Point of Contact: Serve as the first line of communication for all fitness and wellness programs for clients, prospective customers, and inquiries (phone, website, email, and occasionally in person)
• Process all internal referrals from Sheltering Arms Institute within 24 hours of receiving
• Answer service-related questions, triage inquiries and/or concerns, escalate complex problems to managers and Program Systems Administrator
• Coordinate appointments, manage calendars, and guide new clients through scheduling fitness assessments, membership orientations, and purchasing program sessions
• Maintain accurate client records in medical records and scheduling systems, prepare reports, and track referral logs
• Assist Program Systems Administrator with all systems and functions that support services
• Partner with finance, operations, technical teams, and managers to ensure systems deliver promises made to clients on time
• Support compliance with privacy and documentation standards (HIPAA and organizational policies)
• Partner with Managers, Exercise Physiologists, and other staff with communication, scheduling, and program support as needed
• Promote and distribute program materials, reports, and communication for fitness services, adaptive programs, and special events to members, clients, patients, and families
• Provide warm, professional customer service to clients, members, patients, caregivers, and community partners
• Contribute to an inclusive, encouraging atmosphere aligned with Sheltering Arms mission of helping individuals overcome physical challenges
• Willingness to work in office settings. Travel may be required for meetings, team events, meeting clients, and onsite support of systems

Qualifications
Required
• 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
• 1-3 years in a client-facing role, customer service, sales, or administrative support

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

Compensation
• $20.00 – $25.00 per hour
• This range reflects our commitment to pay equity and market‑competitive compensation
• Final compensation depends on experience, skills, and internal equity.

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.