Client Care and Support Coordinator

2 months ago

Santa Monica, California, United States LifeSpan medicine Full time
Job Summary

We are seeking a highly skilled and detail-oriented Executive Assistant and Scheduler to join our team at LifeSpan Medicine. As a key member of our staff, you will be responsible for providing exceptional client care and support, while ensuring the smooth operation of our facility.

Key Responsibilities
  • Calendar Management: Heavy calendaring, scheduling, and confirmations to ensure seamless coordination of client appointments and activities.
  • Client Communication: Addressing client inquiries and ensuring timely follow-up to resolve any issues or concerns.
  • Phone and Email Management: Managing client calls, triaging phone calls, and resolving issues in a professional and courteous manner.
  • Record Keeping: Organizing records, documents, and client information to maintain accurate and up-to-date files.
  • Inventory Management: Maintaining inventory levels and ensuring that all necessary supplies are on hand.
  • Support Services: Providing support to clients and team members as needed, including assistance with various tasks and projects.
  • Reporting and Reconciliation: Handling various reporting, reconciliations, and operational projects to ensure accurate and timely completion.
  • Spreadsheet Management: Creating and managing spreadsheets, forms, and checklists to track client information and activities.
  • Licensing and Compliance: Coordinating licensing, compliance, and regulatory tasks to ensure that our facility is in full compliance with all relevant laws and regulations.
  • Facility Liaison: Serving as a liaison between internal team members, clients, and external facilities to ensure seamless communication and coordination.
  • Departmental Management: Overseeing the management of departmental tasks and client activities to ensure efficient and effective operation.
Requirements
  • Education: Bachelor's degree preferred; Associate's degree or equivalent experience considered.
  • Experience: Minimum of 2 years of administrative office experience and minimum of 2 years of management experience (preferred managing 2+ staff members).
  • Skills: Professionalism, maturity, and excellent communication skills; strong organizational skills, proactive approach, and attention to detail; ability to handle challenging situations with positivity and grace; demonstrated proficiency in written and verbal communication; excellent computer skills and typing proficiency; team player mentality with the ability to work independently; thrives in a fast-paced and detail-oriented environment; flexible availability based on client needs; reliable, punctual, and own transportation; commitment to maintaining confidentiality.

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