Front Desk Coordinator

We are seeking a professional, polished, and detail-oriented Receptionist/Administrative Assistant to join our medical aesthetic practice. This role is essential in creating a welcoming, luxurious experience for every client while ensuring smooth day-to-day operations. The ideal candidate is professional, adaptable, confident in learning services and products offered, and comfortable guiding clients toward treatments and packages that best fit their needs.

Responsibilities

• Greet clients and and create a welcoming, luxury first impression
• Manage front desk operations including answering phones, recalls, contacting new patient leads, booking appointments, and routing clinical inquiries appropriately
• Schedule appointments, manage provider calendars, and ensure efficient patient flow throughout the day
• Maintain a clean, organized, and compliant reception area
• Complete accurate data entry, patient intake forms, consents, and treatment documentation
• Demonstrate excellent phone etiquette and HIPAA-aware communication
• Support administrative tasks including records management, mail, packages, and light inventory coordination
• Learn all medical aesthetic services, treatment plans, products, and packages; confidently educate patients and assist with treatment recommendations
• Handle front desk duties including check-in/check-out procedures and client inquiries
• Provide excellent customer support by addressing client needs promptly and professionally
• Support other team members with personal assistant tasks or project coordination as needed

Requirements

• Proven experience in office management, clerical work, or administrative support within a medical or wellness setting preferred
• Comfortable learning medical aesthetic treatments and guiding patients toward appropriate services or packages
• Strong time management skills with the ability to multitask in a clinical, fast-paced environment
• Proficient computer skills, including scheduling systems and office applications
• Excellent communication skills with a professional, clinical demeanor
• High attention to detail with accurate documentation and data entry
• Proactive, adaptable attitude with a strong commitment to patient care and growth
• Must demonstrate excellent customer service skills with a friendly demeanor and professional appearance

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off