Join Our Team

Receptionist/Patient Coordinator & Assistant Office Manager

Role Overview:

We are seeking a highly organized and customer-focused individual to join our med spa team as a Receptionist/Patient Coordinator and Assistant Office Manager. This role combines front desk duties, patient coordination, administrative support, and operational management to ensure the med spa operates efficiently and provides exceptional patient experiences.

Key Responsibilities:

• Greet clients warmly and provide exceptional customer service throughout their visit
• Answer phone calls, respond to inquiries, and schedule appointments
• Manage patient intake, billing paperwork, and payment collection
• Provide information about treatments and services offered at the medspa
• Follow up with patients regarding appointments, treatments, and any necessary follow-ups
• Maintain accurate and organized patient records, both physical and digital
• Manage scheduling software, ensuring all appointments are correctly booked and updated
• Process payments and manage daily financial reports
• Coordinate with suppliers to order necessary supplies and equipment
• Assist with marketing efforts by maintaining social media presence and distributing promotional materials
• Manage and maintain office equipment, ensuring all systems are functioning properly
• Handle opening and closing of the office
• Accept and distribute mail/packages
• Ensure the cleanliness and organization of the office, treatment rooms, and common areas
• Assist injectors / aestheticians with room cleanup to optimize turnaround times between appointments
• Develop and implement systems to maintain a clean and hygienic environment, adhering to health and safety standards
• Oversee laundry and sterilization processes for linens and equipment
• Coordinate with staff to ensure seamless patient flow and efficient operations
• Perform daily and weekly cleaning tasks, including but not limited to:
• Dusting and polishing furniture and fixtures.
• Vacuuming and mopping floors.
• Cleaning bathrooms and replenishing supplies.
• Garbage removal
• Maintaining the appearance of the waiting area and reception desk.

General Responsibilities:

• Demonstrate exceptional interpersonal skills, fostering positive relationships with patients, colleagues, and staff.
• Exhibit a strong commitment to teamwork, actively supporting and collaborating with all members of the medical spa team.
• Maintain the highest standards of cleanliness and hygiene in all work areas.
• Uphold the spa’s commitment to discretion and privacy, including HIPAA regulations.
• Display a positive attitude and willingness to go above and beyond to ensure patient satisfaction.
• Contribute to a culture of excellence by consistently delivering superior service and results.
• Adapt to the dynamic needs of a new, growing practice with flexibility and enthusiasm.
• Stay current with the latest advancements in aesthetic medicine and incorporate new techniques into practice.

Qualifications:

• High school diploma or equivalent; experience in medical or spa settings preferred
• Strong organizational skills with attention to detail
• Excellent interpersonal communication and customer service abilities
• Familiarity with scheduling software, billing systems, and basic office technology.
• Ability to multitask and work effectively in a fast-paced environment
• Excellent communication skills and a polished, professional demeanor
• Ability to work flexible hours, including evenings and weekends as needed
• Proficiency in electronic medical record systems

Benefits:

• Excellent work-life balance
• Employee discounts on products and services
• Flexible scheduling options
• Professional development opportunities

This role is ideal for someone who is detail-oriented, enjoys multitasking, and is passionate about delivering exceptional patient care while ensuring operational efficiency.