Job Description

Front Desk & Operations Coordinator

Boutique Physical Therapy Clinic

Location

New York City

In-Person | Boutique / Concierge Physical Therapy Practice

Position Type

Part-Time (with opportunity to grow into Full-Time)

Open to both part-time and full-time applicants

Role Overview

The Front Desk & Operations Coordinator is the organizational backbone of our boutique physical therapy clinic. This role combines

high-touch patient experience

,

front desk administration

, and

day-to-day clinic operations

to ensure the clinic runs smoothly, professionally, and efficiently.

You will often be the

first and last point of contact

for patients and play a key role in shaping the clinic's brand, flow, and internal systems.

Key ResponsibilitiesFront Desk & Patient Experience

Greet patients warmly and professionally (in person, phone, email, and text) Manage patient check-in and check-out Schedule, reschedule, and confirm appointments with attention to clinic flow Handle incoming calls, inquiries, and discovery calls with empathy and professionalism Maintain a calm, organized, and welcoming front desk environment Collect payments, process credit cards, and manage receipts and invoices Answer basic questions about services, pricing, packages, and clinic policies

Scheduling & Calendar Management

Manage clinician schedules to optimize productivity and minimize gaps Coordinate provider time off, holidays, and coverage Enforce scheduling policies (cancellations, no-shows, late arrivals) consistently Proactively fill cancellations and manage waitlists

Operations & Clinic Management

Oversee daily clinic operations and problem-solve independently Manage clinic supplies, inventory, and ordering Ensure treatment rooms and common areas are stocked and ready Coordinate with cleaning services, vendors, and building management Create and maintain operational checklists, workflows, and systems Identify inefficiencies and suggest process improvements

Administrative & Financial Support

Track daily revenue, visits, cancellations, and key metrics Assist with basic bookkeeping and expense tracking Maintain organized, HIPAA-compliant patient records Support payroll inputs, contractor tracking, and staff hours as needed

Team & Leadership Support

Act as a reliable point of contact between clinicians and ownership Support onboarding of new staff (systems, logins, clinic orientation) Reinforce clinic culture, professionalism, and expectations Maintain discretion, confidentiality, and trust at all times

Required Skills & Qualifications

Prior experience in

front desk, medical, wellness, physical therapy, or concierge settings

preferred Strong organizational and multitasking skills Excellent written and verbal communication Calm, professional demeanor under pressure High attention to detail and strong follow-through Proficiency in

Microsoft Office

Advanced proficiency in Microsoft Excel (required)

Comfortable with scheduling software, EMRs, and basic financial tools Ability to work independently and take ownership of responsibilities

Ideal Candidate Traits

Proactive and systems-oriented Detail-driven and highly organized Patient-centered and service-minded Comfortable enforcing policies while remaining warm and professional Takes pride in running a high-end, efficient operation Thinks like an operator--not "just front desk"

Why This Role Matters

This position directly impacts:

Patient satisfaction and retention Provider productivity and clinic revenue Operational stability and clinic growth
The right person in this role allows clinicians to focus on patient care while ensuring the business runs seamlessly behind the scenes.

How to Apply

Please send your resume and a brief introduction to:

drpelvis@pelvis.nyc

Job Types: Full-time, Part-time

Pay: $60,000.00 - $70,000.00 per year

Work Location: In person