Front Office Coordinator for Medical Spa

Job Description: Office Coordinator - Belle Vie Wellness & Medical Aesthetics

Position Overview:

Belle Vie Wellness & Medical Aesthetics is seeking a highly organized and personable Office Coordinator to join our team. As an Office Coordinator, you will be the backbone of our med spa's administrative operations, ensuring smooth daily functioning and exceptional customer service. Your exceptional communication skills, attention to detail, and ability to multitask will contribute to the overall efficiency and success of our med spa, providing a warm and welcoming experience for our clients.

Responsibilities:

1. Front Desk Operations: Serve as the first point of contact for clients, greeting them warmly and professionally, answering phone calls, and addressing inquiries promptly and courteously.

2. Appointment Scheduling: Manage the appointment calendar efficiently, scheduling and rescheduling appointments as needed to accommodate clients' preferences and availability.

3. Client Intake: Collect and record accurate client information, medical history, and treatment preferences during the intake process, maintaining confidentiality and adherence to privacy regulations.

4. Billing and Payments: Process client payments accurately, and provide receipts as needed. Ask patient if he/she would like any skincare or sunblock at check out, apply discounts and rewards as applicable, collect payment from patient and check for accuracy, schedule follow-up appointment, and ensure patient has written post care instructions.

5. Office Supplies: Monitor and maintain inventory levels of office supplies, skincare products, and marketing materials. Place orders for replenishment as required.

6. Treatment Coordination: Coordinate with medical and aesthetic providers to ensure seamless treatment sessions, prepare treatment rooms, assist with numbing, and assist with any necessary documentation.

7. Client Relations: Foster positive client relationships by providing exceptional customer service, addressing client concerns, and ensuring a pleasant and satisfying experience at the med spa.

8. Communication: Effectively communicate with other team members, including medical staff, estheticians, and management, to ensure efficient and harmonious spa operations.

9. Consult Requests: Respond to consult requests via info@belleviemedical.com, as well as text, and Yelp, ensuring that response times are under 30 mins.

10. Record Keeping: Maintain accurate and up-to-date electronic records, including appointment schedules, client information, and administrative documentation.

11. Marketing Support: Assist with marketing initiatives, including social media management, event coordination, and promotional campaigns to attract new clients and retain existing ones.

Requirements:

1. Previous Experience: Proven experience in an administrative or front desk role, preferably in a medical spa, wellness center, or healthcare environment.

2. Customer Service Skills: Exceptional customer service and interpersonal skills, with a warm and friendly demeanor.

3. Organizational Abilities: Strong organizational and multitasking skills to manage various responsibilities effectively.

4. Communication Skills: Excellent verbal and written communication skills to interact professionally with clients and colleagues.

5. Computer Proficiency: Proficiency in office software applications, scheduling systems, and electronic record-keeping.

6. Attention to Detail: Strong attention to detail to maintain accurate records and ensure seamless office operations.

7. Team Player: Collaborative and flexible approach, willing to assist other team members as needed.

8. Professionalism: Display a high level of professionalism, integrity, and discretion in handling sensitive information.

9. Adaptability: Ability to work in a fast-paced environment, adapting to changing priorities and client needs.

10. Flexibility: Willingness to work flexible hours, including evenings and weekends, to accommodate spa operations and events.

If you are an organized and customer-oriented individual with a passion for administrative excellence in the field of wellness and aesthetics, Belle Vie Wellness & Medical Aesthetics welcomes your application for the Office Coordinator position. Join our dedicated team and play a key role in providing outstanding support to our clients and contributing to the success of our esteemed med spa.

Job Type: Part-time

Pay: $18.00 - $20.00 per hour

Benefits:

• Employee discount
• Free parking
• Paid time off

Schedule:

• 10 hour shift
• Monday to Friday
• On call
• Weekends as needed

Application Question(s):

• What is your desired pay?
• Please explain why you would like to work for Belle Vie.

Experience:

• Customer Service: 2 years (Required)

Language:

• Spanish (Preferred)

Work Location: In person

Salary : $18 - $20