Client Coordinator - Integrative Mental Health Practice

About The Connective

The Connective is an integrative mental health and wellness practice dedicated to comprehensive, whole-person care for individuals, couples, and families throughout the Bay Area. Our unique multidisciplinary approach merges psychotherapy, nutrition, breathwork, and other supportive services aimed at nurturing mind, body, and beyond.

We prioritize a welcoming, understanding, and supportive experience from the very first interaction—whether by phone or email—with potential clients.

Role Overview

We seek a warm, proactive, and highly organized Client Coordinator to serve as the first point of contact for prospective clients, collaborating closely with our team. This role is both relationship-driven and goal-oriented, guiding clients through initial inquiries, matching them to appropriate clinicians and services, scheduling consultations, and following up efficiently. Building authentic rapport and handling sensitive conversations with compassion and professionalism are essential.

Work Schedule & Location

• This hybrid role involves 3-4 days working remotely and 1-2 days on-site at our offices in downtown Benicia and San Francisco.
• Flexibility to travel between locations and occasional work outside standard hours (7:30 a.m. to 6:00 p.m. Monday through Friday) is required.
• Starting workload is 25-28 hours per week with potential to grow to full-time.

Key Responsibilities

• Act as a warm, responsive first contact for prospective clients and families through phone, email, and digital channels.
• Develop rapport to understand client needs, preferences, availability, and care goals.
• Communicate clearly about our services, clinician specialties, fees, policies, and locations.
• Match clients thoughtfully to clinicians and services based on assessed needs.
• Schedule consultations and intake appointments; coordinate paperwork and next steps.
• Maintain a 40-55% conversion rate from inquiry to appointment while delivering outstanding client service.
• Track and document inquiries, consultations, referrals, follow-ups, conversion metrics, and response times.
• Coordinate internal and external referrals when appropriate.
• Support transitions related to clinician onboarding, scheduling changes, and offboarding.
• Identify and recommend workflow and client experience improvements.
• Manage payments, assist with insurance questions, and provide superbill support.
• Perform administrative duties including filing, scanning, mail management, and system organization.
• Uphold professionalism, confidentiality, and compliance with HIPAA.
• Provide additional operational support and assist with special projects such as social media, marketing, and community events.

Candidate Qualifications

• Associate degree required; bachelor’s degree preferred, ideally in psychology, social work, counseling, healthcare administration, communications, hospitality, business, or a related field.
• Minimum two years’ experience in client-facing roles; experience in behavioral health or related sectors preferred.
• Strong written and verbal communication skills including professional phone and email etiquette.
• Ability to build quick rapport, ask insightful questions, and guide sensitive conversations with empathy and clarity.
• Highly organized with excellent time management and multitasking abilities.
• Proactive, dependable, accountable with a strong sense of ownership and follow-through.
• Adaptable and calm under pressure with a positive, solution-focused mindset.
• Tech-savvy with capability to learn new software quickly and maintain a confidential remote workspace.
• Reliable transportation for occasional commuting between office locations.

Compensation & Benefits

• Starting pay between $25 and $27 per hour, with opportunities for growth.
• Medical, dental, and vision benefits for full-time staff.
• 401K plan with company match.
• Tax-free commuter benefits.
• Annual continuing education funds for all employees.
• Paid time off.
• A modern, pleasant office setting.
• Team-building events, staff retreats, and holiday celebrations.
• Professional growth and meaningful impact opportunities within a mission-driven company.

Additional Information

Joining The Connective means contributing to an organization that prioritizes compassionate client care and supports team collaboration. You will engage in meaningful daily interactions that transform client experiences through empathy and guidance. The Connective is committed to workplace equity and diversity, ensuring all applicants receive equal consideration without regard to any protected status.