Full-time | Up to $65,000 per annum
Location: Cairns City (working across both of our Cairns clinics)

Are you the person who notices the small details, gets bills paid on time, and makes everything run smoothly behind the scenes?

Do you thrive in a team where reliability, problem-solving, and great customer service are celebrated—and where what you do genuinely makes a difference to people’s health?

At Wellness Embodied, our vision is to make Far North Queensland the healthiest region in Australia. Since 2017, we’ve grown into a vibrant team of over 20 clinicians and admin professionals, delivering Physiotherapy, Occupational Therapy, Massage and Osteopathy- and now expanding with a new recovery space and mild hyperbaric oxygen therapy.

We’re looking for a detail-focused, proactive Clinic Administration & Client Care Coordinator who takes pride in accuracy, embraces change, and loves being part of a purpose-driven allied health team.

About the Role

This is more than a front desk job. You’ll be trusted with:

Billing & Payments: ensuring invoices, NDIS claims, and payments are accurate and timely.

Attention to Detail: getting the little things right, every time, to keep the clinic running smoothly.

Client Service: being the first point of contact- phone, email, and in-person- always warm, professional, and efficient.

Systems & Processes: managing bookings, referrals, and daily tasks in ClickUp, Nookal, and other platforms.

Team Support: finding answers, solving problems, and stepping in wherever you’re needed.

Hyperbaric Oxygen Therapy: assisting patients in our mild hyperbaric chamber (full training provided). This is a rewarding skill that directly supports client recovery and outcomes.

Multi-Site Operations: working across both of our Cairns clinics to ensure consistent processes, smooth workflows, and excellent client care.

This is a 38-hour per week role (minor flexibility possible, though unfortunately we cannot accommodate work-from-home or school-hours-only requests).

You’ll Be a Great Fit If You:

Are reliable, consistent, and tenacious- you finish what you start and ensure bills get paid.

Have excellent attention to detail and thrive in a fast-paced environment.

Don’t resist change- you’re curious, adaptable, and keen to learn new systems (AI, ClickUp, Nookal, etc.).

Are committed to customer service that makes clients feel valued and cared for.

Value allied health and the positive impact it has on the community.

Work well in a team, contribute positively to culture, and enjoy helping others succeed.

Are a quick learner who goes looking for answers, not excuses.

Bonus: prior experience in allied health, medical, or admin systems.

What’s in it for You?

A career, not just a job- with clear growth and progression pathways.

Mentorship, training, and personal development.

Specialist training in mild hyperbaric oxygen therapy- an exciting, rewarding part of this role.

Exposure to multi-site operations and the systems that support a growing, values-driven healthcare business.

Quarterly team-building days and social events.

A supportive, purpose-driven team that values admin as much as clinicians.

A brand-new clinic space in the heart of Cairns.

The chance to be part of something bigger- a practice that cares deeply about its people and its mission.

Access to our recovery space for free, as well as treatment discounts.

Important: To Be Considered

You must include a cover letter explaining why you’re the right fit.
Generic applications without a cover letter will not be considered.