Join a Team That's Changing the Standard of Physical Therapy & Performance
At Relentless Performance, we believe athletes and active adults deserve better than cookie-cutter healthcare.
We combine one-on-one physical therapy, strength training, and nutrition coaching to help our clients return stronger, move better, and perform at their highest level.
We're looking for a Client Success & Operations Coordinator who is warm, organized, proactive, and thrives in a fast-paced environment.
This is much more than an administrative position.
You'll be the first impression of our company, the voice on the phone, the person who creates exceptional client experiences, and a key contributor to the growth of our business.
If you love helping people, enjoy solving problems, take pride in creating exceptional customer experiences, and want to grow with a rapidly expanding company, we'd love to meet you.
Position Overview
The Client Success & Operations Coordinator is responsible for ensuring every client and prospective client receives an outstanding experience from their very first interaction with Relentless Performance.
This role combines client service, sales support, office administration, billing, scheduling, business operations, and clinic support. The ideal candidate enjoys building relationships, stays highly organized, communicates confidently, and takes ownership of their work.
ResponsibilitiesClient Success & Experience
- Welcome every client with warmth, professionalism, and enthusiasm.
- Create a positive first impression for every person who enters the clinic.
- Check clients in and out efficiently.
- Answer incoming phone calls, emails, and text messages promptly.
- Assist clients with scheduling and rescheduling appointments.
- Confirm upcoming appointments.
- Manage waitlists and fill cancellations whenever possible.
- Answer questions regarding billing, payments, and superbills.
- Process client payments and maintain accurate financial records.
- Generate and send superbills.
- Follow up with clients regarding missed appointments.
- Ask satisfied clients for Google reviews to help grow our practice.
- Ensure every client interaction reflects the Relentless Performance standard of excellence.
New Client & Sales Support
- Answer incoming calls from prospective clients.
- Educate callers on what makes Relentless Performance different from traditional physical therapy clinics.
- Confidently explain our out-of-network model and communicate the value of personalized one-on-one care.
- Professionally overcome common objections regarding cost and insurance.
- Schedule initial evaluations.
- Coordinate follow-up conversations with clinicians when appropriate.
- Follow up with prospective clients who have not yet scheduled an evaluation.
- Re-engage inactive clients when appropriate.
- Help improve lead conversion through excellent communication and relationship-building.
Administrative & Business Operations
- Manage clinician schedules using Jane EMR.
- Perform billing and payment processing through Jane.
- Maintain accurate patient records.
- Generate weekly and monthly operational reports.
- Track key business metrics and assist ownership with reporting.
- Run payroll through QuickBooks.
- Manage office email and communication systems.
- Assist with documentation and creation of Standard Operating Procedures (SOPs).
- Maintain organized administrative systems and records.
- Support owners with special administrative projects.
Clinic Operations
- Open and close the clinic according to established procedures.
- Lock and secure the facility at the end of the day.
- Keep the clinic clean, organized, and professional throughout the day.
- Clean treatment tables, exercise equipment, and training areas as needed.
- Restock supplies throughout the clinic.
- Monitor inventory levels.
- Purchase office and clinic supplies as needed (water, paper towels, toilet paper, cleaning supplies, etc.).
- Support clinicians whenever needed to ensure exceptional client care.
QualificationsRequired
- Bachelor's degree.
- Previous administrative experience (healthcare preferred).
- Excellent verbal and written communication skills.
- Strong organizational skills and attention to detail.
- Professional appearance and demeanor.
- Reliable transportation.
- Ability to multitask in a fast-paced environment.
- Comfortable learning and using new technology.
Preferred
- Previous sales, customer service, or patient coordinator experience.
- Experience using Jane EMR.
- Experience using QuickBooks.
- Experience working in a physical therapy, fitness, medical, chiropractic, or healthcare setting.
We're Looking for Someone Who Is
- Friendly, warm, and welcoming.
- Highly organized.
- A self-starter.
- Driven and motivated.
- Professional and dependable.
- Punctual.
- Proactive and solutions-oriented.
- Confident communicating with people.
- Detail-oriented.
- Coachable and eager to learn.
- Passionate about helping people.
- Comfortable having conversations that lead prospective clients to confidently schedule care.
Schedule
Initial Position:
Approximately 20 hours per week.
Required availability:
- 8:00 AM – 12:00 PM
- 2:00 PM – 7:00 PM
Must be available at least 2–3 weekdays each week.
Up to 8 hours per week may be completed remotely. During remote hours, employees must remain available to answer calls using the GoHighLevel mobile application.
This position has the opportunity to become full-time after the initial 90-day introductory period based on performance and business needs.
Compensation & Benefits
Compensation:
- $22–$28 per hour, based on experience.
Performance Bonuses:
- Bonus opportunities based on:
- New client evaluations scheduled.
- Google Reviews generated.
- Overall performance and contribution to clinic growth.
Full-Time Benefits (After Eligibility)
- 14 days Paid Time Off.
- 10 hours paid sick leave.
- Professional development opportunities.
- Career advancement opportunities within a growing company.
Please note that health insurance and retirement benefits are not currently offered.
Career Growth
This position is designed for someone looking to grow with our company.
Exceptional candidates will have the opportunity to develop into an Office Manager or Practice Manager role as Relentless Performance continues to expand.
We're looking for someone who wants to build a career—not simply work a front desk.
Pay: $23.00 - $28.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- On-site gym
- Paid time off
- Professional development assistance
- Work from home
Work Location: Hybrid remote in Farmington, CT 06032
