Job Summary

The MedSpa Front Office Coordinator serves as the first point of contact for clients, ensuring a warm, professional, and seamless experience. This role is responsible for managing front desk operations, scheduling appointments, handling client inquiries, and supporting the MedSpa team with administrative tasks. 

Hours: M-Th: 11am-7pm, Friday: 9am-5pm 

Essential Functions: 

• Manage client inquiries in person, via phone, and through email, providing accurate information about services and products.
• Address client concerns or complaints professionally and escalate issues to management as necessary.
• Schedule and confirm client appointments, not only within the Medspa but also for other practices completing cosmetic treatments. 
• Complete pre and post appointment follow ups with clients who are about to receive treatment and who’ve received treatments either in the MedSpa or practice locations to ensure preparedness, quality and satisfaction of services. 
• Coordinate daily schedules and communicate changes with the MedSpa team. 
• Process payments and issue receipts. 
• Track and manage inventory of retail operational supplies, notifying management of restocking needs. 
• Assist with marketing initiatives, including promotions, newsletters, and event coordinator. 
• Prepare treatment rooms for appointments, as needed, in collaboration with MedSpa staff. 

Education, Skills, and Experience:

• High school diploma or equivalent required
• 1-3 years of experience in a front office or customer service role, preferably in a spa, healthcare, or hospitality environment. 
• Exceptional customer service and communication skills. 
• Proficiency in scheduling and booking software. 
• Strong multi-tasking, organizational, and problem-solving abilities. 
• Basic knowledge of MedSpa services and products is a plus. 

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 20 pounds at times.