The Front Office Coordinator serves as the first point of contact for clients and patients of our medical aesthetic clinic. This role is responsible for providing exceptional customer service, managing appointment scheduling, and ensuring a smooth and welcoming experience for all patients. As a key part of our patient-facing team, the coordinator also plays an important role in supporting sales, administrative efficiency, and daily front desk operations.

Key Responsibilities:

Client Experience & Customer Service

• Greet all patients warmly upon arrival and departure.
• Ensure a calm, clean, and professional front office environment.
• Answer phone calls, respond to emails & texts, and manage online inquiries promptly and professionally.
• Provide information about services, procedures, pricing, and promotions.

Scheduling & Appointments

• Schedule, confirm, and manage client appointments using spa scheduling software
• Monitor the daily schedule to ensure efficient patient flow and provider time utilization.
• Notify appropriate staff of patient arrivals and delays.

Administrative & Front Desk Duties

• Check patients in and out, collect payments, and manage invoicing
• Maintain accurate patient records and ensure all required intake forms and consents are completed.
• Maintain cleanliness and organization of the front desk, lobby, and retail display areas.

Sales & Product Knowledge

• Promote and upsell spa treatment & retail skincare products & services
• Stay informed on spa treatments, medical-grade skincare, and current specials or packages.