Customer Service & Administration Coordinator

PhysioNXT | Ashburton, Melbourne VIC
Part-Time or Full-Time Opportunity

About PhysioNXT

PhysioNXT is a fast-growing, values-led physiotherapy clinic based in Melbourne. We specialise in neurological rehabilitation, NDIS physiotherapy, musculoskeletal care, and advanced robotic rehabilitation technology.

We are known for:

• Premium client experience
• Strong clinical outcomes
• Professional systems
• Warm, person-centred care

As we continue to expand, we are looking for a confident and highly organised Customer Service & Administration Coordinator to join our team.

This is not “just reception.”
You are the first impression of our clinic and a key part of our growth.

The Role

You will be responsible for delivering exceptional front-of-house service while ensuring smooth daily clinic operations.

You must be comfortable:

• Speaking confidently on the phone
• Engaging with clients face-to-face
• Liaising with physiotherapists and leadership
• Managing busy schedules
• Handling administrative tasks accurately

Key ResponsibilitiesClient Experience

• Welcome clients professionally and warmly
• Build rapport with NDIS participants, families, and private clients
• Answer phone and email enquiries promptly
• Manage rebookings and recall systems
• Ensure a calm, organised reception environment

Administration & Scheduling

• Manage clinician diaries across multiple services
• Coordinate bookings and minimise appointment gaps
• Handle cancellations and waitlists proactively
• Process payments and receipts
• Assist with Medicare EPC and private health claims

NDIS & Documentation Support

• Assist with service agreements and onboarding paperwork
• Liaise with support coordinators and plan managers
• Maintain accurate client records

Team Support

• Communicate effectively with clinicians
• Identify diary inefficiencies and support booking optimisation
• Support basic marketing or admin projects when required

About You

You have proven experience in customer service and administration, and you genuinely enjoy working with people.

Essential:

• Minimum 1–2 years’ experience in a customer-facing role
• Previous administration experience in a busy environment
• Strong communication skills (verbal and written)
• High attention to detail
• Excellent organisational skills
• Ability to multitask without becoming overwhelmed
• Professional phone manner

Highly Regarded:

• Experience in allied health or medical reception
• Knowledge of NDIS, Medicare EPC, or private health
• Experience using Cliniko or similar systems

This Role Is NOT Suitable For Someone Who:

• Avoids conversation or client interaction
• Struggles with fast-paced environments
• Prefers minimal responsibility
• Is reactive rather than proactive

What We Offer

• Supportive and professional team culture
• Growth opportunities as the clinic expands
• Exposure to advanced rehabilitation technology
• Meaningful work supporting clients with neurological and complex conditions
• A stable, long-term role within a growing healthcare business

Why This Role Matters

At PhysioNXT, the client journey begins the moment they contact us.

Your professionalism, energy, and organisation directly impact:

• Client retention
• Clinic growth
• Team efficiency
• Our reputation in the community

If you take pride in delivering high-quality service and want to be part of a growing clinic with purpose, we would love to hear from you.

Pay: $55,000.00 – $75,000.00 per year

Work Location: In person