Patient Care Coordinator / Med Spa Receptionist
Location: South Elgin, Illinois
Job Type: Full-Time or Part-Time
Pay: $16.00–$20.00 per hour, plus commission and performance-based bonuses
Work Location: In Person
Position Overview
Zenova Med Spa is seeking a polished, highly organized, and sales-driven Patient Care Coordinator / Med Spa Receptionist to join our growing team.
This is not a traditional front desk position. The Patient Care Coordinator plays an important role in converting leads, supporting treatment sales, coordinating appointments, delivering an exceptional client experience, and helping the practice achieve its growth goals.
The ideal candidate has experience working in a medical spa, aesthetic practice, wellness clinic, luxury salon, or other high-touch client-service environment. They should be confident speaking with prospective and existing clients, explaining services and promotions, overcoming common booking objections, and helping clients move forward with consultations, appointments, packages, and memberships.
This individual must be warm, professional, persuasive, dependable, and comfortable working in a fast-paced, performance-driven environment.
Spanish speaking is a key requirement.
Key Responsibilities
Client Experience and Front Desk Operations
- Provide a warm, professional, and elevated welcome to every client.
- Manage client check-in and checkout accurately and efficiently.
- Answer incoming phone calls, text messages, emails, and other client communications.
- Schedule, reschedule, and coordinate appointments based on provider availability, treatment timing, room requirements, and client needs.
- Assist clients with booking future appointments and completing recommended treatment plans.
- Confirm appointments and communicate preparation instructions, deposit requirements, cancellation policies, and other relevant information.
- Maintain accurate client profiles, contact information, appointment notes, forms, and documentation.
- Coordinate required consent forms, intake paperwork, medical-clearance requirements, and Good Faith Exam appointments when applicable.
- Monitor the schedule throughout the day and communicate changes, delays, cancellations, and client needs to the appropriate team members.
- Support efficient patient flow and help maintain a calm, organized reception area.
- Handle client questions, concerns, and service-recovery situations professionally, escalating issues to management when appropriate.
- Protect client confidentiality and follow all applicable privacy and practice policies.
Lead Management and Appointment Conversion
- Respond promptly and professionally to incoming leads from phone calls, text messages, website inquiries, social media, online advertisements, referrals, events, and other marketing channels.
- Follow up consistently with warm leads using approved phone, text, and email communication.
- Educate prospective clients about services, current promotions, consultations, pricing, deposits, and general treatment expectations.
- Convert inquiries into scheduled consultations and treatment appointments.
- Confidently address common questions and booking objections while remaining professional and client-focused.
- Maintain accurate lead records, notes, follow-up tasks, and pipeline stages.
- Collaborate with providers and management to ensure prospective clients are matched with the appropriate service or consultation.
- Meet or exceed established goals for response time, appointment conversion, show rates, sales, and lead follow-up.
Sales, Memberships, Packages, and Retail
- Educate clients about treatment packages, memberships, skincare products, promotions, and available financing options.
- Support providers by helping clients complete purchases based on documented treatment recommendations.
- Confidently present relevant packages, memberships, upgrades, and retail products.
- Process deposits, package purchases, membership enrollments, gift cards, retail sales, and other transactions accurately.
- Meet or exceed established sales goals for services, packages, memberships, and skincare products.
- Maintain accurate knowledge of current pricing, promotions, packages, memberships, policies, and service offerings.
- Track sales activity and assist management with reviewing lead-conversion and revenue performance.
- Provide excellent service without using aggressive or high-pressure sales tactics.
Payments and Administrative Responsibilities
- Process payments, deposits, refunds, financing transactions, and account credits according to practice policies.
- Ensure client balances, packages, memberships, gift cards, and payment records are accurate.
- Complete opening and closing front desk responsibilities.
- Maintain organized digital and physical records.
- Assist with administrative projects, reports, spreadsheets, client lists, and promotional campaigns.
- Support appointment reminders, inactive-client outreach, event invitations, and promotional communication.
- Maintain professionalism and accuracy when handling financial and sensitive client information.
Inventory and Practice Support
- Monitor and restock retail displays, front desk materials, office supplies, and client amenities.
- Assist with tracking skincare and retail inventory.
- Help ensure displays, common areas, and the reception space remain clean, organized, and visually appealing.
- Communicate low-stock items, discrepancies, or operational needs to management.
- Support practice events, promotional days, open houses, training sessions, and other growth initiatives.
- Work collaboratively with providers, estheticians, management, and other front desk team members.
Required Qualifications
- At least 1 year of medical spa front desk, patient coordination, aesthetic sales, or closely related experience.
- Proven experience in sales, lead conversion, customer service, or appointment booking.
- Demonstrated ability to communicate confidently with clients and guide them toward appropriate next steps.
- Excellent verbal and written communication skills.
- Warm, polished, persuasive, and professional demeanor.
- Strong organizational skills and attention to detail.
- Ability to manage multiple communication channels and competing priorities in a fast-paced environment.
- Comfortable discussing pricing, deposits, packages, memberships, promotions, and payment options.
- Ability to meet or exceed performance, sales, and conversion goals.
- Dependable, punctual, accountable, and team-oriented.
- Comfortable using computers, practice-management software, text messaging platforms, email, and Microsoft Office or Google Workspace.
- Ability to commute reliably to South Elgin, Illinois.
Preferred Qualifications
- Two or more years of experience in a medical spa, plastic surgery office, dermatology practice, luxury spa, wellness clinic, or aesthetic practice.
- Familiarity with services such as:
- Botox and other neurotoxins
- Dermal fillers and biostimulators
- HydraFacial
- Microneedling
- Chemical peels
- Laser hair removal
- Tattoo removal
- Pigmentation and skin-rejuvenation laser treatments
- IV therapy
- Massage therapy
- Professional skincare products
- Experience using Zenoti or a similar scheduling and practice-management platform.
- Experience using GoHighLevel or another CRM and lead-management platform.
- Familiarity with Canva, Microsoft Word, Excel, PowerPoint, Google Workspace, and social media platforms.
- Experience selling memberships, packages, skincare products, or elective aesthetic services.
- Illinois Esthetician License.
- Spanish-speaking or bilingual.
An esthetics license is helpful but not required. This is a client coordination, sales, and front desk position rather than a treatment-provider role.
Performance Expectations
Success in this role may be measured through:
- Lead response time
- Lead follow-up completion
- Inquiry-to-appointment conversion
- Appointment show rates
- Schedule accuracy and utilization
- Package and membership sales
- Retail skincare sales
- Client satisfaction
- Accuracy of payments and client records
- Team communication and collaboration
- Overall contribution to practice growth
Candidates must be comfortable working in an environment where client service, sales performance, follow-through, organization, and accountability are essential.
What We Offer
- Competitive hourly compensation.
- Commission opportunities on qualifying services, packages, memberships, and retail sales.
- Performance-based bonus opportunities.
- Health insurance benefits for eligible employees.
- Paid time off for eligible employees.
- Paid training and ongoing professional development.
- Employee discounts on treatments and skincare products.
- Flexible scheduling.
- Referral program.
- Supportive and collaborative team environment.
- Opportunities for advancement and increased responsibility.
- A beautiful, modern medical spa environment.
- Education on aesthetic treatments, skincare, client service, and sales.
Schedule Requirements
- Full-time or part-time opportunities may be available.
- Daytime, some evening, and Saturday availability is required.
- Candidates must be available to work in person at our South Elgin location.
Application Questions
Applicants should be prepared to answer the following:
- How many years of medical spa, aesthetic, wellness, or luxury client-service experience do you have?
- Please describe your experience with sales, lead follow-up, and appointment conversion.
- Have you previously sold treatment packages, memberships, skincare products, or elective services?
- Which scheduling, CRM, or client-management systems have you used?
- Are you comfortable being evaluated based on lead conversion, sales performance, and client-service goals?
- What days and hours are you available to work?
Job Types: Full-time, Part-time
Pay: $16.00 - $20.00 per hour
Benefits:
- Employee discount
- Flexible schedule
- Referral program
Application Question(s):
- Do you have experience with sales in the med spa industry?
Experience:
- Med spa front desk : 1 year (Required)
License/Certification:
- Esthetician License (Preferred)
Ability to Commute:
- South Elgin, IL 60177 (Required)
Work Location: In person
