Client Services Executive

We are seeking a highly organized, empathetic, and detail-oriented professional to ensure the smooth operation of our counselling centre.

This is a pivotal hybrid role where you will be the first point of contact for our clients, managing all front-desk operations with care and discretion, while also supporting key corporate services functions like data protection and compliance. You will play a critical part in creating a safe, welcoming, and efficient environment for both our clients and clinical staff.

Key Responsibilities

1. Client-Facing Services & Operations

• Warmly receive, screen, and register clients into the clinical management system.

• Manage the appointment lifecycle: schedule, confirm, and reschedule client sessions for multiple counsellors efficiently.

• Handle all incoming phone calls and electronic inquiries with professionalism and empathy.

• Address client feedback, concerns, and inquiries, providing timely and sensitive resolutions.

• Obtain and verify client billing information, process payments, and ensure daily financial settlement and reporting.

2. Administrative Support

• Maintain the highest level of discretion when handling all confidential client records, case notes, and corporate documents.

• Perform data entry, maintain digital filing systems, and manage office supplies.

• Provide general administrative support to Head of Corporate Services, including preparing reports and managing correspondence.

3. Operational Maintenance & Compliance

• Assist in maintaining the cleanliness, tidiness, and professional appearance of the reception, waiting area, and consultation rooms.

• Ensure all office equipment is in working order and coordinate maintenance as needed.

• Track and manage client session engagements and follow-up communications.

Work Schedule & Shift Arrangements

• This position requires flexibility to work evening shifts (Tue to Thu) and rotating Saturdays to support our extended operating hours

• Specific shift patterns will be arranged in accordance with centre operational needs.

• The standard work week will be 5 days/40hrs work week, including Saturday coverage when scheduled

Job Requirements & Competencies

Qualifications:

• Minimum Diploma in Business Administration, Healthcare Administration, Psychology, or a related field.

Experience:

• Minimum 1-2 years of experience in Client Servicing role, preferably within a healthcare, clinic, or nonprofit setting with client-facing or engagement experience.

• Experience handling sensitive and confidential information is a significant advantage.

• Candidates without experience with a strong interest in healthcare administration and demonstrated emotional maturity are welcome to apply.

Core Competencies & Skills:

• High Emotional Intelligence: Ability to interact with individuals from diverse backgrounds with empathy, patience, and discretion.

• Exceptional Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively under pressure, and meet deadlines in a fast-paced environment.

• Systems Proficiency: Advanced skills in MS Office (Word, Excel, Outlook). Experience with clinic management software or CRM systems is highly desirable.

• Meticulous Attention to Detail: Especially in data entry, billing, and compliance-related tasks.

• Professional Communication: Excellent verbal and written communication skills.

• Proactive Problem-Solver: A self-starter who can identify issues and propose effective solutions.