Client Services & Administration Coordinator

Body Mind Insights Co. Ltd is a health and wellness company providing integrated preventive health, diagnostics, mental health, lifestyle and workplace wellness services. We are committed to delivering a professional, confidential and well-coordinated client experience.

We are seeking a highly organized, professional and customer-focused Client Services & Administration Coordinator to serve as the primary contact point for clients and visitors and coordinate the client journey from initial enquiry and registration through payment confirmation, service delivery and follow-up.

• Professionally receive and assist clients, visitors and corporate representatives.
• Receive and respond to telephone calls, WhatsApp messages and general service enquiries.
• Provide accurate information on available services, procedures, appointments and applicable charges.
• Register clients and coordinate appointments with relevant service providers.
• Coordinate the client journey from registration to payment confirmation, service delivery and completion / follow-up.
• Verify required payments before coordinating access to services and liaise with finance / accounts on payment confirmation and outstanding payments.
• Coordinate clients with diagnostics, mental health, nutrition, medical and other relevant service providers.
• Monitor whether clients receive all services registered and paid for and follow up on pending appointments or incomplete services.
• Maintain accurate and confidential client records.
• Receive client feedback and complaints and escalate matters requiring management attention.
• Maintain daily records of attendance, appointments, payments confirmed, services completed and pending cases.
• Prepare basic daily, weekly and monthly administrative / client-service reports and support general front-office activities.

• Diploma or Bachelor's Degree in Business Administration, Health Administration, Public Administration, Customer Service, Front Office Management, Business Management or another relevant field.
• Minimum 2 years of relevant experience in customer service, administration, reception, front-office operations or client coordination.
• Healthcare, hospital, clinic, diagnostic centre, wellness centre, insurance or similar experience is an added advantage.
• Good computer skills, particularly Microsoft Word, Excel, email and digital record-management systems.
• Ability to use WhatsApp Business and other digital communication platforms professionally.
• Basic understanding of payment verification, receipts, invoicing and record reconciliation.
• Good command of English and Kiswahili, written and spoken.
• Excellent customer service, coordination, record keeping, attention to detail, communication, problem solving, confidentiality, time management and teamwork.