Administrative Coordinator & Patient Experience Specialist

Job Summary

We are seeking an experienced and highly organized Administrative Coordinator / Front Desk & Patient Experience Specialist to join our growing medical spa team. This intermediate-level role is ideal for a polished professional who understands the medical spa environment, can confidently discuss services with prospective and existing clients, and is skilled at creating a seamless, high-touch client experience.

The ideal candidate will combine strong administrative judgment with excellent communication and consultative sales skills. This position will serve as a key point of contact for the practice, managing client inquiries, appointments, treatment coordination, follow-ups, CRM/EMR documentation, and daily administrative workflows.

This role is well suited for someone who is proactive, detail-oriented, comfortable working independently, and able to represent our brand with warmth, confidence, and professionalism.

Responsibilities

-Serve as a knowledgeable and professional point of contact for current and prospective clients by phone, email, text, and other communication platforms. Educate clients on medical spa services, treatment processes, memberships, policies, and preparation or aftercare guidelines within the scope of the role.

-Respond to inquiries, identify client needs, schedule consultations and appointments, and support lead conversion through timely, consultative follow-up. Follow up with leads regarding consultations, memberships, packages, retail opportunities, and treatment inquiries.

-Manage scheduling workflows, including confirmations, rescheduling, cancellations, waitlists, late arrivals, and no-shows. Coordinate communication between clients, providers, and team members to ensure efficient daily operations.

-Maintain and consistently work toward the practice’s established close-rate and booking-conversion goals for new leads, using timely follow-up, knowledgeable service recommendations, and professional communication to convert inquiries into consultations and appointments.

-Maintain accurate client records, communication notes, appointment details, and follow-up tasks within the CRM and EMR. Support forms, intake processes, reminders, payment coordination, and general administrative organization.

-Protect client privacy and follow HIPAA, confidentiality, documentation, and internal compliance standards. Identify opportunities to improve scheduling efficiency, client communication, client retention, and overall practice operations.

Qualifications

-Previous experience in a medical spa, aesthetics, dermatology, plastic surgery, wellness, healthcare administration, luxury service, or hospitality environment, along with working knowledge of common medical spa services such as injectables, laser treatments, skin rejuvenation, and wellness treatments.

-Experience with consultative sales, lead follow-up, appointment conversion, memberships/ packages. Ability to discuss services accurately and professionally without providing medical advice outside the scope of the role.

-Strong CRM and EMR experience, including client documentation, task management, scheduling, follow-up workflows, and record maintenance.

-Excellent verbal and written communication skills with a warm, polished, and professional phone presence. Must be comfortable communicating with a wide range of clients and representing a premium medical spa brand.

-Strong organizational skills with the ability to manage multiple priorities, work independently, maintain accuracy, and follow through consistently.

-Professional judgment, discretion, and the ability to handle sensitive client information appropriately. Must be comfortable learning and navigating multiple software systems, scheduling platforms, phone systems, messaging tools, and digital workflows.

Schedule

Monday, Wednesday, Friday, and Saturday

10:00 a.m. to 4:00 p.m. Pacific Time

What We’re Looking For

We are looking for someone who is more than a traditional receptionist. The successful candidate will be a proactive administrative partner who understands the client journey, communicates with confidence, supports revenue-generating opportunities, and helps ensure the practice operates smoothly.

If you are knowledgeable about medical spa services, comfortable with CRM and EMR systems, skilled at client communication and follow-up, and passionate about delivering an exceptional experience, we would love to hear from you.

Join our team and help clients feel informed, welcomed, and confident throughout their wellness and aesthetic journey.

Pay: $10.00 - $20.00 per hour

Expected hours: 24.0 – 32.0 per week

Work Location: Remote