Aesthetic Front Desk Coordinator

About the Role

We are seeking a growth-focused Front Desk Coordinator who is a self-driven powerhouse and will treat the business as if it were their own. This role is central to our team, balancing client-facing responsibilities with business-focused priorities to enhance every patient experience and help the practice thrive. You will not just manage tasks; you will actively identify inefficiencies and implement creative solutions autonomously.

Who You Are

• An innate self-starter who sees a need, creates a plan, and executes it without waiting for direction.
• A strategic thinker who understands how small operational changes impact long-term financial success.
• An exceptional communicator who can explain complex problems simply and rally a team behind solutions.
• A fast learner who eagerly adopts new tools and skills to stay ahead of the curve.
• Process and detail-oriented, taking pride in precision and adhering to written guidelines for accuracy.
• A true team player who prioritizes great results for the entire practice over individual achievements.
• Relentlessly accommodating, with an unwavering commitment to service and going the extra mile for every patient.

Responsibilities

• Manage all aspects of patient scheduling and front desk duties to ensure smooth provider flow and maximize daily revenues.
• Solve problems autonomously by spotting operational bottlenecks early, designing effective fixes, and executing them without oversight.
• Deliver patient-first care, accommodating unique requests and resolving complex issues with a warm, human touch.
• Strictly follow established written guidelines to ensure consistent, compliant practice results.
• Act as a Skinspirations Brand Ambassador, proudly presenting and discussing the practice’s clinical expertise and results.
• Coordinate check-in and check-out processes, including payment collection, rewards programs, and rebooking.
• Encourage the purchase of treatment packages, memberships, rebooking, and referrals to support revenue and client retention.
• Knowledgeably answer questions about all treatments offered by the practice.
• Organize patient charts, handle records, send and confirm receipt of signed documents, and email post-treatment instructions.
• Collaborate with providers and team members to maintain a positive and seamless patient experience.
• Contribute unique strengths—such as social media, organization, or client engagement—to expand the impact of your role.
• Seek client reviews, social media engagement, and referrals to drive revenue growth.
• Resolve guest concerns with professionalism and a solutions-driven approach.
• Handle daily office operations, including patient communication, technical issues, and last-minute scheduling changes.
• Maintain a positive, team-oriented atmosphere that motivates both staff and patients.
• Assist in creating and organizing marketing initiatives, special events, and promotional activities to increase new client acquisition.
• Help maintain the clean and elegant appearance of the office.

Requirements

• Training and/or experience providing a Four Seasons-level, 5-star customer service experience to every client.
• A proactive mindset with the ability to prioritize revenue growth and client retention.
• Complaint resolution and de-escalation training or skills.
• Proven performance in new client acquisition.
• Ability to provide maximum productivity with minimal supervision.
• Experience in medical esthetic services.
• Excellent grammar and communication skills.
• A positive, upbeat personality.
• Proficiency with complex scheduling tasks and computer systems.
• A problem-solving nature.
• Thrives in a team-focused environment rather than as an individual.
• Ability to accept constructive criticism professionally.
• A history of staying in at least one job for more than twelve months within the last 3 years.
• Current residence located within 20 miles of our office.

Before we review your application, we require a cover letter detailing:

• An example of a situation where you saw an opportunity, developed a plan, and produced results.
• A situation where you went above and beyond your job duties to help a client or patient.

Please email your cover letter to dr@skinspirations.com. Applications without the requested cover letter within 3 days will be automatically rejected.