Medical Spa Receptionist & Client Experience Coordinator
Location: Palm Beach Gardens, FL
Employment Type: Full-Time
Join The Team
We are seeking a polished, energetic, and highly organized Medical Spa Receptionist & Client Experience Coordinator to become the face of our growing luxury medical spa. This is much more than a front desk position, we are looking for someone who genuinely enjoys helping people, thrives in a fast-paced environment, takes initiative, and is committed to delivering an exceptional client experience from the first phone call through every visit.
This role is ideal for someone who is professional, detail-oriented, self-motivated, comfortable with technology, and passionate about aesthetics, wellness, and customer service.
Key Responsibilities
Client Experience
- Greet every client warmly and professionally, creating a luxury concierge experience.
- Answer incoming phone calls and respond promptly to text messages, emails, and online inquiries.
- Schedule, reschedule, and optimize appointments while maximizing provider schedules.
- Confirm appointments and proactively reduce cancellations and no-shows.
- Check clients in and out efficiently while ensuring every visit runs smoothly.
- Process payments, memberships, gift cards, financing, and retail purchases.
- Educate clients on treatments, skincare products, memberships, and promotions.
- Rebook appointments before clients leave the office.
- Build lasting client relationships that encourage loyalty and referrals.
Scheduling & Lead Management
- Manage multiple provider schedules with accuracy and efficiency.
- Keep provider schedules full by following up daily with incoming leads and consultation requests.
- Fill cancellations and last-minute openings quickly.
- Monitor appointment flow throughout the day to keep providers running on time.
- Maintain organized scheduling and communication with all clients.
Clinical Support
- Apply topical numbing cream prior to treatments (training provided).
- Prepare treatment rooms before appointments.
- Stock treatment rooms and maintain cleanliness throughout the day.
- Ensure providers have everything needed for each appointment.
- Assist with maintaining a clean, organized, and professional office environment.
Photography & Social Media
- Take high-quality before and after treatment photos following company protocols.
- Organize and maintain photo records accurately within patient charts.
- Film treatment videos, educational content, testimonials, and behind-the-scenes footage for social media.
- Assist with the daily social media content calendar and task list.
- Support providers in creating engaging content while maintaining brand standards.
Administrative & Financial Responsibilities
- Perform meticulous client data entry with exceptional attention to detail.
- Maintain accurate patient records and treatment documentation.
- Complete daily bookkeeping entries and administrative documentation accurately.
- Process daily financial transactions.
- Perform end-of-day balancing and daily closeout procedures.
- Reconcile payments, cash drawer, and credit card transactions.
- Ensure all financial records are complete and accurate.
- Maintain HIPAA compliance and confidentiality at all times.
Inventory & Office Management
- Order office, medical, and retail supplies.
- Monitor inventory levels and communicate reorder needs.
- Organize storage areas and maintain retail displays.
- Ensure reception, treatment rooms, and common areas remain clean, organized, and fully stocked.
Productivity & Team Support
- Effectively self-manage daily responsibilities with minimal supervision.
- Demonstrate excellent time management and organizational skills.
- Utilize downtime productively by confirming appointments, following up with leads, organizing inventory, completing administrative projects, updating client records, assisting teammates, cleaning, or supporting marketing initiatives.
- Take initiative to identify opportunities to improve office efficiency and the overall client experience.
- Maintain a positive, professional attitude while contributing to a collaborative team environment.
Qualifications
- Minimum 2 years of experience in a medical office, medical spa, hospitality, luxury retail, or customer service environment.
- Previous medical spa, dermatology, plastic surgery, cosmetic dentistry, or aesthetics experience is preferred.
- Strong computer skills with experience using scheduling software and electronic medical records preferred.
- Excellent phone etiquette and written communication skills.
- Comfortable with social media platforms including Instagram, Facebook, and TikTok.
- Strong mathematical skills and confidence handling financial transactions.
- Exceptional organizational skills with meticulous attention to detail.
- Ability to multitask while maintaining a high level of accuracy.
The Ideal Candidate
We are looking for someone who is:
- Professional, polished, and well-presented.
- Friendly, confident, and personable.
- Highly organized and detail-oriented.
- Self-motivated with the ability to work independently.
- Efficient with excellent time management skills.
- Comfortable in a fast-paced environment.
- A proactive problem solver who takes ownership of responsibilities.
- Dependable, punctual, and accountable.
- Passionate about aesthetics, wellness, and helping people look and feel their best.
- Committed to maintaining the highest standards of professionalism, confidentiality, and client care.
Compensation & Benefits
- Competitive hourly compensation based on experience
- Performance and sales bonus opportunities
- Employee discounts on treatments and skincare products
- Paid training and continuing education
- Paid time off
- Career advancement opportunities
- Positive, supportive, and team-oriented work environment
If you are someone who naturally creates exceptional experiences, enjoys staying busy, takes pride in organization and accuracy, and wants to grow with a luxury medical aesthetics practice, we would love to meet you.
Pay: $18.00 - $23.00 per hour
Work Location: In person
