Senior Clinic Operations Coordinator at medi.ci in Austin, Texas

Job description

• We are looking for a highly organized, proactive, and personable Senior Clinic Operations Coordinator to support the day-to-day operations of our Executive Health Clinic.
• This role sits at the intersection of clinic operations, client experience, scheduling, and logistics. You will help ensure the clinic is organized and fully stocked, coordinate client appointments and testing, respond to client needs, and support the thoughtful details that make the Medici experience unique.
• The ideal candidate is someone who enjoys wearing multiple hats, takes initiative, communicates professionally, and genuinely enjoys creating an exceptional experience for others. You should be equally comfortable coordinating a physician appointment, preparing a testing kit for shipment, restocking the clinic, or getting creative with a client gift box.

Responsibilities

• Serve as a responsive and professional point of contact for clients, answering questions, coordinating requests, and ensuring timely follow-through.
• Manage client scheduling across our scheduling and electronic medical record (EMR) systems, coordinating appointments with physicians, physical therapy, Peptides, Executive Health Exams, and other clinical services.
• Support new client onboarding, including coordinating requested information, testing materials, appointments, and other logistics needed for a smooth experience.
• Coordinate client communications and scheduling workflows related to upcoming appointments, visits, and services.
• Help ensure a seamless client experience from arrival through follow-up, anticipating needs and coordinating the details necessary for each visit.
• Oversee the day-to-day organization and readiness of the clinic, ensuring client-facing spaces are prepared and operational needs are addressed.
• Monitor inventory and coordinate ordering of clinical, office, and hospitality supplies to ensure the clinic remains fully stocked and prepared.
• Coordinate the preparation, shipping, and tracking of client testing materials, including DNA kits, CGMs, and other diagnostic tests.
• Manage incoming and outgoing clinic shipments and maintain organized shipping, testing, and gifting supplies.
• Prepare and coordinate client gifts, bringing creativity and attention to detail to gifting, packaging, presentation, and delivery.
• Serve as a point person for events, coordinating details and communication before, during, and after each event to help ensure a seamless experience for attendees and the internal team.
• Proactively manage event details, anticipate needs, and ensure follow-up and action items are completed.
• Assist with invoices and other administrative or operational needs as needed.
• Proactively identify clinic and client needs, solve problems, and take ownership of day-to-day details to keep operations running smoothly.

Requirements

• 2–3+ years of experience in clinic operations, healthcare administration, hospitality, concierge services, executive support, event coordination, or another high-touch client-facing environment.
• Exceptional attention to detail, organization, and follow-through.
• Highly proactive and resourceful, with the ability to anticipate needs and take action without waiting for step-by-step direction.
• Strong sense of ownership and sound judgment, with the confidence to make day-to-day decisions within the scope of the role.
• Warm, personable, and conversational, with the ability to make clients and guests feel comfortable and genuinely welcomed.
• Polished and professional, with strong judgment and discretion when interacting with clients, guests, and external partners.
• Able to balance professionalism with the warm, close-knit feel of our clinic and build natural rapport with clients.
• Strong written and verbal communication skills.
• Comfortable managing multiple priorities, deadlines, and moving pieces in a fast-paced environment.
• Creative and thoughtful, particularly when it comes to client experience, events, gifting, and the small details that make an experience feel special.
• Comfortable learning new technology, including scheduling and electronic medical record (EMR) systems.
• Experience in healthcare, hospitality, concierge services, event coordination, clinic operations, executive support, or another high-touch client-facing environment is preferred.

Skills

Required

• Exceptional attention to detail
• Organization
• Follow-through
• Highly proactive and resourceful
• Warm, personable, and conversational
• Polished and professional
• Creative and thoughtful

Benefits

• We offer a comprehensive benefits package, including health, dental, and vision insurance, and paid time off. Team members also enjoy access to advanced imaging technology, a supportive and forward-thinking clinical team, and unique perks such as discounts on IV therapy and M-Sculpt sessions, free onsite yoga, and catered healthy lunches.