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We're Hiring

Client Care Assistant

Client Care Assistant Banner

Do you wish you had a job that had more meaning? Where you could have a positive and transformational impact on people every single day?


Do you love being around people? Do you enjoy having meaningful conversations that foster deep relationships and help to create memorable experiences?

Are you highly organized and able to multi-task and prioritize projects while meeting your deadlines?

Are you tech-savvy? Can you navigate your way around cloud-based documents and spreadsheets – or quickly learn to?

If so, we might be just the position you're looking for

The Role

Experience in this exact role is not required. Experience working with the public and providing exceptional customer service is required. Experience working in a healthcare organization or personal experience with physical therapy is preferred.

This is a part time (20-30 hours/week) hourly position with the potential for future growth within the organization.

The purpose of this role is to support the clinic by retaining patients. You will do this by creating deep and meaningful relationships with our clients and providing a world-class level of customer and clinical care that ensures patients get the health outcomes they need.

About Us

Actify PT is not your typical physical therapy office. We specialize in helping people stay active, healthy, and mobile - without pain pills or procedures - so they can do the activities they love instead of sitting in the doctor's office. We use Physical Therapy and Pilates to empower people through movement.

When we first opened our doors, we were a team of one. Now we are a strong and growing team of five! Our physical therapy team, Pilates team, AND front desk team all work closely together to create the best experience and results for our clients. We work hard - but have a lot of fun doing it. Our clients love coming to see us because they get expert instruction, world-class customer service, AND an amazing experience all at the same time. Working together as one unit, being held accountable, and having regular communication with each other is what makes this all happen. Whether you work part-time or full-time - work behind the scenes or directly with clients - EVERYONE is a highly valued team member who is an integral and important part of our success.

What We're Looking For:

  • You enjoy being around people and can hold meaningful conversations with folks you may not know for longer than 20 minutes

  • You know what it means to provide a warm, welcoming, and world-class greeting and experience for clients

  • You are thoughtful and thorough

  • You are alert and aware – you are good at recalling names, faces, and personal details – so that our clients always feel welcomed and remembered

  • You have excellent organization and planning skills – you know how to manage schedules and re-prioritize your time so that you can focus on key priorities – without the need for micromanagement

  • You follow through on commitments. You live up to verbal and written agreements without constant reminders

  • You have the ability to understand and absorb current information quickly and proficiently

  • You can communicate the value of our services (in person and on the phone) and be able to explain how what we do is worth the price we are asking

  • You are proactive and resourceful. You bring the latest ideas to the company, do things without being told, and can quickly shift and course correct when things do not go according to plan – in a positive manner and without focusing on the negative

  • You are coachable, love to learn, and have a fail-forward attitude. You take constructed criticism well and enjoy getting regular feedback that will optimize your skills and performance

  • Someone who can work a flexible work schedule primarily between the hours of 9:00-5:00 Monday-Friday

Key Responsibilities

  • Provide an exceptional waiting room environment and world-class experience – one where clients will look forward to coming back and feel compelled to tell their friends

  • Ensure that clients who call and request appointments are placed on the schedule – with a good understanding of actual time, cost, and personal commitment before they arrive

  • Ensure that people show up excited for their appointments or sessions – this includes organizing and composing materials for new, prospective clients

  • Communicate with clients before, during, and after their sessions to ensure full satisfaction is achieved

  • Develop and foster deep relationships with clients – one that compels steady word of mouth referrals and 5-Star online reviews

  • Ensure that all appointments are checked in, accounted for, and reconciled promptly and accurately

  • Take payments, provide accurate receipts, and keep prompt and accurate records

  • Organize and plan all schedules in a way that maximizes efficiency and revenue for the clinic

  • Keep a prompt and accurate recording of all incoming leads on our tracking sheets

  • Promptly check voicemails and emails. Return all calls and requests for information within 24 hours and deliver messages to appropriate personnel promptly and accurately

  • Successfully communicate the value of our services (in person, over the phone, and over email/text/messenger) and be able to explain how what we do is worth the price we are asking

  • Successfully oversee objections to price and schedule

  • Conduct social media interaction when needed including responding to comments and direct messages

  • Work with Welcome/Follow up letters and email sequences using Mailchimp

  • Send handwritten welcome and birthday cards

What We've Got For You:

  • A full-time opportunity where you get to be an integral part of changing people’s lives and helping them get back to doing things they love to do.

  • The chance to be a part of an incredible team of people who work hard but have fun too.

  • Room to grow, advance, and better yourself both personally and professionally

  • The change to get in on the ground floor of an innovative and rapidly growing company – where your ideas and contributions are welcomed and valued

  • A working environment where being yourself is encouraged, where people are the priority, and where you will always be challenged to learn and grow


Let us know!

To begin the application process, please send a resume and Statement of Interest to with "Client Care Assistant" in the subject line. Let us know why you think you'd be a good fit within our team and what excites you most about this position.

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