Haven Art Therapy is Singapore's leading art psychotherapy clinic for emotionally dysregulated children. We help children who struggle with big emotions such as anxiety, anger, meltdowns or trauma responses through therapy designed around how they naturally express themselves. Using art, creativity and child-led techniques, we help kids feel safe, seen and heard leading to therapy that's not only effective, but genuinely loved by children.
As we continue to grow, we are seeking a sharp, proactive and highly dependable Client Operations Coordinator to support the day-to-day operations of the clinic and deliver a warm, seamless and premium experience for our clients. This role is ideal for someone who enjoys structure, is comfortable handling parents and schedules, and takes pride in doing things properly and consistently. It is a hands-on role that sits at the heart of the clinic, supporting therapists, parents and operations to ensure everything runs smoothly. Our clients include children, teens, adults, families, educators and corporate partners.
Key Responsibilities
- Support daily clinic operations to ensure smooth and consistent execution
- Ensure therapy rooms and shared spaces are reset, organised and ready between sessions
- Manage the WhatsApp Business line: enquiries, scheduling, rescheduling and client communication
- Coordinate therapists calendars and client appointments accurately and efficiently
- Handle cancellations, make-ups, waitlists and slot changes in line with clinic policies
- Issue invoices, track payments and prepare receipts
- Support intake, onboarding and follow-ups to ensure clarity, confidence and trust for parents
- Prepare documentation, proposals and operational materials as needed
- Maintain accurate records and ensure administrative processes are followed
- Deliver clear, timely and professional communication with parents, therapists, educators and partners
- Assist with front-desk or on-site coordination when required
- Uphold confidentiality and contribute to a calm, high-trust and child-friendly clinic environment
What We're Looking For
- Structured & Reliable Enjoys routines, checklists and following clear processes
- Takes Pride in our Environment Maintains an organised, calm and client-ready clinic environment
- Client-Facing & Professional Polished communicator who can handle parents with warmth and firmness
- Proactive Executor Takes ownership of tasks and follows through without constant supervision
- Comfortable With Boundaries Able to enforce policies calmly and consistently
- Highly Organised Strong with scheduling, details, multitasking and accuracy
- Emotionally Steady Calm and composed when handling sensitive situations or last-minute changes
- Tech-Savvy & Resourceful Comfortable with Google Suite, WhatsApp Business and digital tools
- Discreet & Trustworthy Respects confidentiality and handles information responsibly
- Willingness to work weekends or rotate weekend duties when required
- Based in the East (Preferred)
Why Join Haven Art Therapy
- Work Closely With the Operations Team Be a key part of the clinic's core operations and client experience
- Every Day Is Different From client interactions to special projects to operational improvements
- Competitive Salary Attractive compensation for the right candidate
- Meaningful Work Help scale a high-impact practice shaping the mental wellness landscape in Singapore
