Job Summary

We are looking for a proactive and organized Wellness Program Coordinator to support the planning, execution, and day-to-day coordination of employee wellness programs for clients. The role will involve coordinating wellness activities and events, managing employee bookings, liaising with vendors, tracking payments and collections, maintaining program data, and ensuring timely resolution of operational requirements.

The ideal candidate should have robust coordination and communication skills, be comfortable working with multiple stakeholders, and have a strong sense of ownership and follow-through.

Key Responsibilities

1. Program Coordination

- Assist in planning, coordinating, and executing employee wellness programs, workshops, and events such as fitness challenges, mindfulness sessions, health screenings, wellness sessions, and lunch-and-learns.
- Coordinate with internal teams, clients, vendors, and service providers to ensure smooth execution of wellness initiatives.
- Maintain schedules, program trackers, and related documentation.

2. Booking Management

- Coordinate employee bookings and ensure booking details are shared with respective vendors within the agreed timelines.
- Obtain booking confirmations from vendors within the defined TAT and ensure the same is communicated to clients/employees well in advance.
- Track pending confirmations and proactively follow up with vendors to avoid delays.
- Maintain accurate records of bookings, confirmations, cancellations, and rescheduling.

3. Client & Employee Communication

- Draft and circulate communications related to wellness programs, upcoming events, activities, and healthy lifestyle initiatives.
- Coordinate with clients and employees regarding program schedules, bookings, confirmations, and other requirements.
- Ensure timely and accurate communication to all relevant stakeholders.

4. Data & Feedback Management





- Assist in collecting employee feedback through surveys, questionnaires, and other feedback mechanisms.
- Track participation levels and engagement across various wellness initiatives.
- Analyze feedback and participation data to identify areas for improvement.
- Maintain accurate and updated program-related MIS and trackers.

5. Wellness Resources

- Maintain and update wellness-related resources and information.
- Ensure employees and clients have access to relevant information regarding wellness benefits, EAP services, programs, and other available resources.
- Coordinate with relevant teams to ensure information remains current and accurate.

6. Vendor Management

- Coordinate with external vendors, fitness instructors, healthcare professionals, and other wellness service providers.
- Share requirements, employee booking details, schedules, and other relevant information with vendors.
- Follow up with vendors to ensure timely service delivery and resolution of operational issues.
- Maintain vendor-related records and ensure adherence to agreed timelines and service requirements.

7. Billing, Reconciliation & Collections

- Coordinate with the billing/finance team to ensure timely processing of payments to vendors.
- Conduct monthly reconciliation of vendor payments, collections, and program-related financial data.
- Maintain accurate records of revenue, collections, vendor payments, and outstanding amounts.
- Provide relevant data and supporting information required for raising invoices to clients and vendors.




- Follow up with clients and vendors for outstanding payments and ensure timely closure of pending amounts.
- Escalate long-pending or unresolved payment issues to the appropriate stakeholders.

8. Interdepartmental Coordination

- Coordinate with various internal departments including IT, Finance, Operations, and other relevant teams to ensure timely resolution of client and operational requirements.
- Follow up with respective departments and stakeholders at various levels to ensure issues are resolved within agreed timelines.
- Act as a point of coordination between internal teams, clients, vendors, and employees.

9. Reporting & MIS

- Maintain accurate trackers and MIS for bookings, vendor confirmations, participation, payments, collections, and pending actions.
- Prepare periodic reports for the Wellness Manager and management.
- Ensure all operational and financial data is updated accurately and within defined timelines.

Key Skills & Competencies

- Strong coordination and follow-up skills.
- Excellent verbal and written communication skills.
- Good client and vendor management skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple tasks and stakeholders simultaneously.
- Good organizational and time-management skills.
- Strong ownership and ability to work within defined TATs.
- Proficiency in MS Excel and other MS Office applications.
- Ability to prepare and maintain MIS reports and trackers.
- Problem-solving and escalation management skills.
- Professional and service-oriented approach.

Qualification & Experience

- Graduate in any discipline.
- 0 to 4 years of experience in program coordination, client servicing, operations, wellness program management, healthcare services, insurance, or a similar coordination-oriented role.
- Experience in handling vendors, bookings, payments, collections, and client coordination will be an advantage.

📌 Wellness Program Coordinator (Mumbai)
🏢 Vibhuti Insurance Brokers
📍 Mumbai