Client Success & Operations Coordinator

About Sage Haven:
Sage Haven is San Diego’s leading holistic wellness center for women, offering acupuncture, cosmetic treatments, and whole-body healing rooted in Traditional Chinese Medicine. As a fast-growing, women-founded business, we’re on a mission to help women feel vibrant, empowered, and in control of their health — naturally.

We’re currently hiring a Client Experience Lead — a dynamic, driven woman who will serve as the founder’s right hand and help bring our next level of growth to life.

Hours (Part-Time):
Tuesday – 8:30 AM–2:00 PM
Wednesday – 1:30 PM–7:00 PM
Thursday – 1:30 PM–7:00 PM
Friday – 8:30 AM–2:00 PM
Saturday – 8:30 AM–3:00 PM

Who We're Looking For:
You're a bright, bubbly, and grounded woman who’s passionate about holistic wellness, helping women, and growing with a purpose-driven brand. You’re excited about being part of a startup, learning new things, and stepping into a future leadership role as our company grows.

You’re highly organized, love being the go-to person, and thrive in a role where you can wear many hats: Executive Assistant, Client Success Lead, and Social Media Coordinator.

This role is best suited for someone who is:

• Confident leading a team with warmth and accountability

• Comfortable with spreadsheets, social media, and systems

• Excellent at communication (written + verbal)

• Creative, resourceful, and solution-oriented

• Happy to be on camera for content creation

• Ready to grow into a future management role

• Inspired by our founder and aligned with our mission and values

• Flexible with a Tuesday–Saturday schedule

Core Responsibilities:

1. Front Desk Leadership

• Oversee front desk operations and team performance

• Ensure staff are trained, supported, and aligned with KPIs and brand standards

• Run weekly check-ins, approve time-off requests, and manage shift coverage

• Maintain professionalism and consistency across all client touchpoints

2. Executive Assistant Duties

• Stay on top of the company email, SMS platform, and scheduling system

• Monitor and report key business metrics: revenue, treatment sales by category, product sales

• Help the founder stay organized with backend operations, planning, and admin

3. Sales & Promotions

• Collaborate with founder to create and execute limited-time promotions and sales campaigns

• Confidently communicate value propositions to convert client inquiries into bookings

• Track performance and support weekly/monthly revenue goals

4. Client Communication & Retention

• Manage client outreach, follow-up, and reactivation efforts

• Ensure friendly and timely communication across phone, text, and email

• Monitor and maintain high pre-booking and retention rates

5. Events & Collaborations

• Coordinate in-office and external partnership events

• Organize logistics, promotional materials, and team participation

• Maintain a current and strategic event calendar

6. Social Media Support

• Source content and trends for reels and posts

• Assist in filming, editing, and batching weekly content

• Comfortable appearing on camera and representing the brand with warmth and professionalism

Key Competencies & Tools:

• G-Suite (Gmail, Drive, Docs, Sheets)

• ChatGPT / OpenAI tools

• Canva

• Instagram, Linkedin + TikTok (Posts, Reels, Stories, Trends)

• Sales Confidence & Conversion Skills

• Phone & Text Communication Etiquette

• Workflow & Checklist Management

• Problem-Solving & Initiative

Reporting:

• Reports directly to the Founder

• Collaborates closely with providers, front desk team, and marketing support

Success Metrics:

• Client satisfaction and retention

• Pre-booking and schedule utilization

• Achievement of sales and revenue goals

• Timely execution of promotions, events, and content schedules

• Accuracy and consistency in front desk operations
  

Perks & Benefits:

• Monthly integrative acupuncture treatment

• Access to infrared sauna or LED sessions post-shift

• Up to 2 paid Mental Health Days per year (no questions asked)

• Quarterly team dinners & outings

Compensation:
$24/hour with performance-based raises and opportunity to grow into a salaried management role.

How to Apply:
If this sounds like your dream role and you’re ready to grow with a mission-driven team, email your resume and a short introduction to info@sagehavensd.com.