Administrative + Client Experience Coordinator

The Run Rx is a physical therapy and performance studio helping runners and active individuals recover from injury, build strength and perform at a higher level.

We’re known for exceptional care, meaningful client relationships and a human-centered approach that blends healthcare, fitness, performance and hospitality to redefine the healthcare experience.

We’re looking for a Client Experience Admin Coordinator to help make the experience behind The Run Rx feel as exceptional as the care itself.

You’ll be the person helping clients navigate scheduling, communication and the little details that make an experience feel seamless, while also keeping the administrative side of the clinic organized and moving.

This is a hands-on role for someone who is naturally warm, highly organized, proactive and good at noticing what needs to happen before someone has to ask.

Because this person will help create a welcoming, familiar presence for our clients, the role will be primarily in person at our Somerville studio, with flexibility for some hybrid/remote work as it makes sense for both the business and the employee.

We are open to either:

• Part-time: approximately 15–20 hours/week with The Run Rx
• Full-time: a shared position supporting both The Run Rx and our sister studio, The Pilates Rx

The two businesses share a physical space, many of the same systems, and a similar commitment to high-touch, relationship-driven care, making the shared full-time role a natural fit.

• Client communication across phone, text and email
• Scheduling, waitlists and appointment coordination
• New-client onboarding and inquiry follow-up
• Client follow-up and retention-related tasks
• Routine billing, payment and documentation support
• Clinic supplies, organization and front-office logistics
• Forms, licenses, renewals and administrative tracking
• Marketing execution including Canva, newsletters, reviews and social content
• Event logistics and community outreach support
• The small details that make clients feel genuinely welcomed and cared for

You may be a great fit if you:

• Are exceptionally warm, likable and customer-service oriented
• Naturally make people feel welcomed, heard and taken care of
• Are highly organized and have excellent attention to detail
• Take initiative and notice things that need attention without waiting to be asked
• Can independently handle routine problems while knowing when something needs to be escalated
• Communicate clearly and professionally while still sounding human
• Enjoy systems, checklists and keeping a lot of moving pieces organized
• Are comfortable learning and using technology
• Have experience with a CRM such as HubSpot or are comfortable becoming highly proficient in one
• Are comfortable with scheduling software, Google Workspace, Canva and other digital tools
• Enjoy healthcare, fitness, wellness or another relationship-driven service environment
• Care about the details because you understand that they shape the overall client experience

• Competitive hourly compensation based on experience and scope
• 401(k) with up to 3% employer match for eligible employees, including part-time employees
• Paid time off for eligible employees
• Flexible hybrid work when appropriate for the role and business needs
• Opportunity to grow hours and responsibilities over time
• Potential for a full-time shared role supporting both The Run Rx and The Pilates Rx
• Collaborative, small-team environment with meaningful ownership of the client experience

Please submit your resume and a brief cover letter answering:

1. How do you stayed organized while managing multiple priorities or customer requests at once?
2. What technology, CRM, scheduling or administrative systems have you used?
3. Tell us about a time you handled a frustrated customer and how you approached it.