Lead Wellness Coordinator

PHIT Well

Caspare Physical Therapy Wellness P.C.

171 E 74th Street, Floors 1 & 2

New York, NY 10021

www.phitwell.com

Wellness Coordinator Job Description

About Us

PHIT Well integrates physical therapy, athletic training, and personal training into a cohesive, patient-first model. Our mission is to be the bridge between injury and optimal performance - building strength, fostering resilience, and delivering exceptional care through hospitality, expertise, and collaboration.

Role Summary

We are seeking a professional, enthusiastic Wellness Coordinator to join our hospitality team and play a pivotal role in delivering a seamless, supportive, and high-touch experience for our patients, clients and team of personal trainers and clinicians. This position is ideal for someone with a strong administrative background, a high level of empathy, and a passion for health and wellness.

Core Responsibilities

• Greet and assist all patients, guests, and team members to ensure a welcoming experience
• Manage patient inquiries, scheduling, intake paperwork, and records using Raintree and other systems in compliance with HIPAA
• Coordinate provider and personal trainer schedules and communications to support seamless care delivery
• Send welcome emails and follow-up communications to patients and referring providers
• Collect payments and issue billing documentation
• Engage with patients in person and virtually to maintain continuity of care and a high-quality experience
• Maintain a clean, organized, and functional clinic environment
• Complete daily and weekly operational checklists and ensure timely follow-through on tasks
• Provide general administrative support to the clinic and leadership team
• Assist with marketing, outreach, and event coordination as needed
• Support patient retention by consistently delivering exceptional service
• Manage vendor relationships to ensure timely supplies, service coordination, and operational support
• Dedicate focused time each week to support insurance verification, compliance documentation, billing coordination, and related patient communications.

Qualifications

• Bachelor’s Degree preferred
• 3 years of hospitality, customer service, or administrative experience
• Strong written and oral communication skills
• High emotional intelligence, empathy, and professionalism
• Ability to multitask, prioritize, and follow through
• Proficient with technology and adaptable to new systems

Employment Type

• Full-time (40 hrs/week) 
• In-person at 171 E 74th Street, New York, NY 10021

Compensation & Benefits

• Full Time Salary: $58,000.00-$68,000.00 / year (We are open to negotiating within and beyond this range for exceptional candidates. Final offer will reflect experience, credentials, skillset, and overall fit.)
• Schedule: Full-time, 40 hours per week
• Health Benefits: Medical Insurance (Aetna), Dental & Vision Insurance (Met life); Eligible 3 months following date of hire

Paid Time Off: 

• 10 days of PTO year 1, with incremental increases for each year of employment 
• Sick days:  Employees accrue one (1) hour for every 30 hours worked, up to a maximum annual accrual of 48 hours each year
• Paid Holidays: New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Christmas Day, and 1 Floating Holiday of the employee’s choice.

Retirement Plan: 401(k) with employer matching of 5%, eligible after 1 year of full time employment

Team Culture: Supportive, growth-oriented environment with opportunities for advancement

Note: This job description is intended to outline the general scope of the position. Additional duties may be assigned as needed to support the success of our team, patients and clients.

PHIT WELL is proud to be an equal opportunity employer.

To apply or learn more about this opportunity, please reach out directly to Clare James, Director of Operations, at clare@phitwell.com. We look forward to connecting with you!