Front Office Coordinator & Strategic Partnership Manager

Responsibilities

• Customer Engagement: Create a welcoming and informative environment for customers by offering in-depth product knowledge, addressing their queries, and assisting them in making informed purchasing decisions.
• Knowledge of all physician’s credentials, and able to relay them to patients when determining purchasing decisions.
• Merchandising: Assist in maintaining visually appealing displays that highlight our products and attract customer attention. Ensure products are properly stocked and organized.
• Customer Relationship Management: Build strong relationships with repeat customers by offering personalized attention and follow-up support. Maintain a database of customer preferences for future reference.
• Promotions and Events: Support promotional activities, events, and product launches by actively engaging customers and promoting featured products.
• Team Collaboration: Collaborate with other team members and vendors to create a cohesive and customer-focused environment.
• Customer Feedback: Actively seek customer feedback and communicate insights to the Cosmetic Supervisor to improve product offerings and service quality.
• Hygiene and Sanitation: Ensure the cleanliness and hygiene of the medical spa, including sampling products and maintaining a tidy workspace.
• Scheduling: Establish and maintain contact with patients considering or awaiting cosmetic procedures. Maximize scheduling utilization by using a cancellation list, managing the lead list and CRM software, adding on procedures, etc.
• Front Desk Management: Greets and check-in patients in a friendly and professional manner upon arrival. Gather requisite patient information and place in chart and enter into computer. Escort patients to exam rooms and maintain exam rooms between patients. Check patients out and collect all fees as required. Rebook clients for their next appointment. Answer incoming phone calls, retrieve messages from voicemail, schedule appointments, record complete messages and direct callers to the appropriate personnel. Manage the Skin Membership loyalty program. Assist in managing Providers’ schedules to utilize cross referral opportunities. Consistently update Excel tracking spreadsheets. Prepare End of Day Transaction Report, cash reconciliation, and close-out for manager approval.
• Strategic Partnership Manager: Developing and managing relationships with hospitality and wellness businesses, corporate partners, luxury brands, and other referral sources. Identifying and implementing strategic partnership and co-marketing opportunities that drive business growth. Planning, coordinating, and executing networking events, educational seminars, VIP events, and community outreach programs. Representing the company at industry events, networking functions, and community organizations to strengthen brand visibility and business relationships. Collaborating with the marketing team to support brand campaigns, lead generation initiatives, and client acquisition efforts. Contributing to social media marketing by assisting with content development, event promotion, community engagement, and identifying opportunities to increase audience growth and engagement. Supporting email marketing campaigns, promotional initiatives, and other digital marketing efforts. Assisting with the creation of marketing materials, presentations, and partnership proposals. Tracking and reporting on partnership performance, event outcomes, and marketing metrics to measure effectiveness and identify opportunities for growth. Maintaining brand consistency and ensuring all marketing and partnership activities align with company standards and objectives. Performing other marketing and business development duties as assigned to support the growth of the organization.

Qualifications

• Bachelor’s degree in Business Administration, Marketing, Healthcare, or related field preferred.
• Minimum of 2 years of experience in a healthcare setting, preferably in a medical spa or aesthetic clinic.
• Strong interpersonal and communication skills, with the ability to interact effectively with patients, staff, and external partners.
• Excellent organizational and time management skills, with the ability to multitask and meet deadlines.
• Proficiency in Microsoft Office Suite, particularly Excel and Outlook.
• Ability to work independently and as part of a team.
• Experience with CRM systems and scheduling software is a plus.