Front Office Coordinator – Medical Spa

Job Summary

We are seeking a dynamic and organized Front Office Coordinator who is passionate about wellness and overall skin health.  This individual must be able to multitask to oversee the front desk operations at our thriving Medical Spa. The Front Office Coordinator will need be responsible for managing the reception area, scheduling appointments, and ensuring a smooth and efficient client experience. This role requires high energy, strong organizational skills, excellent customer service abilities, is outgoing and committed to creating a positive atmosphere for our clients.

Key Responsibilities

  • Greet clients and visitors with a warm and welcoming demeanor, providing a professional and friendly first point of contact.
  • Answer phone calls, emails, and inquiries promptly, providing information about our services, scheduling appointments, and addressing client concerns or questions.
  • Coordinate and manage the appointment scheduling system, ensuring appointments are scheduled accurately and efficiently for medical and aesthetic treatments.
  • Collect and update client information, including personal details, medical history, and consent forms.
  • Maintain a clean and organized front desk area, including organizing brochures, promotional materials, and retail products.
  • Check clients in and out, process payments, and handle billing and insurance-related inquiries.
  • Ensure a comfortable and welcoming waiting area for clients, keeping it clean and organized.
  • Collaborate closely with the medical spa team to ensure seamless client transitions and effective communication.
  • Handle client concerns or issues professionally and escalate matters when necessary to provide resolutions.
  • Assist with various administrative tasks, such as inventory management, record-keeping, and general office duties.
  • Participates in staff meetings and training sessions to enhance knowledge and proficiency in handling calls, walk-ins, and emails. Proactively offers clients the highest level of education and guidance to facilitate seamless service bookings.



  • High school diploma or equivalent; some college or relevant coursework is a plus.
  • Previous experience in a front office coordinator, reception, or customer service role is preferred.
  • Strong interpersonal and communication skills to interact with clients and colleagues.
  • Proficiency with computer systems and appointment scheduling software.
  • Exceptional organizational skills and attention to detail.
  • A customer-focused attitude with the ability to address client inquiries and concerns.
  • Professional appearance and demeanor.

Work Environment

The Front Office Coordinator will work in a professional and customer-oriented medical spa environment, regularly interacting with clients and office equipment.


  • Competitive hourly pay and potential for bonuses based on performance.
  • Access to our medical spa services and products at a discounted rate.
  • Opportunities for growth and advancement within the organization.

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