Client Coordinator - Integrative Mental Health Practice

WELCOME TO THE CONNECTIVE! At The Connective, we believe that healing starts with connection. The Connective is an integrative mental health and wellness practice providing thoughtful, whole-person care to individuals, couples, and families throughout the Bay Area. Our multidisciplinary approach brings together psychotherapy, nutrition, breathwork, and other supportive services designed to care for the whole person - mind, body, and beyond.

We believe the client experience begins long before someone walks through our doors. From the very first phone call or email, we want every person who reaches out to feel welcomed, understood, and supported. That's where you come in!

We're looking for a warm, engaging, proactive, and highly organized Client Coordinator. The Client Coordinators is integral to our business as they are often the first point of contact for prospective new clients and work closely with the entire Connective team. This is both a relationship‑focused and results‑oriented role. You'll guide prospective clients through the process of beginning care – from responding to initial inquiries and learning about their needs to helping identify the right clinician or service, scheduling consultations, and providing timely follow‑up.

You'll create an exceptional client experience while actively supporting client acquisition, engagement, and practice growth. The right person will be able to build genuine rapport and be able to speak with others about sensitive issues in both a compassionate and professional manner.

• Genuinely enjoy talking with people and making them feel welcome.
• Are energized by helping someone go from “I’m not sure where to start” to feeling confident about their next step.
• Pick up the phone rather than waiting for someone to call back.
• Notice when something needs attention and take initiative to address it.
• Are persistent and proactive without being pushy.
• Can balance empathy with efficiency and keep conversations moving forward.
• Love organization, details, and making sure nothing falls through the cracks.
• Feel comfortable being accountable to goals and performance metrics.
• Enjoy being part of a collaborative team but don’t need constant direction to get things done.
• Believe that even small interactions can make a meaningful difference in someone’s experience.

This is a hybrid position, consisting of 3-4 days per week working remotely and 1-2 days per week working on‑site. Candidates must be willing and able to commute to both our downtown Benicia and downtown San Francisco locations as needed, with on‑site scheduling varying based on practice and operational needs. Some flexibility outside of standard business hours may occasionally be required.

This position is expected to begin at 25-28 hours per week, with the potential to grow into a full‑time role as business needs evolve. We offer some scheduling flexibility; shifts are generally scheduled Monday through Friday between 7:30a.m. and 6:00p.m. Occasional flexibility outside of standard business hours may be required.

• Serve as a warm, professional, and responsive first point of contact for prospective clients and families.
• Respond promptly to all new client inquiries via phone, email, and digital platforms.
• Build rapport with prospective clients to understand their needs, preferences, availability, and goals for care.
• Clearly communicate The Connective’s services, approach to care, clinician specialties, fees, locations, and policies.
• Thoughtfully match prospective clients with clinicians and services based on clinical needs, preferences, and availability.
• Schedule consultations and intake appointments with appropriate clinicians, communicate next steps, and coordinate all required intake paperwork.
• Maintain a 40‑55% inquiry‑to‑appointment conversion rate while delivering an exceptional client experience.
• Track and maintain accurate records of inquiries, consultations, referrals, follow‑ups, conversion rates, response times, and referral sources.
• Coordinate internal and external referrals when The Connective is unable to meet a prospective client’s…