Medspa Coordinator
Austin Plastic Surgery Institute – Austin, TX
I. Position Overview
The Medspa Coordinator serves as the welcoming face of Austin Plastic Surgery Institute & Skin Care Clinic. This role is ideal for a warm, detail-oriented, and team-focused individual who thrives in a fast-paced, luxury medical spa and plastic surgery environment.
In this pivotal front-facing role, you’ll ensure a seamless client experience from start to finish — greeting guests, managing scheduling, assisting providers, supporting light marketing and social media efforts, and helping drive clinic revenue. You’ll play a key role in growing sales through personalized product recommendations, service upgrades, membership enrollment, and effective promotion of specials and events.
The ideal candidate is a friendly, proactive problem-solver with a passion for aesthetics, patient care, and business growth. You’ll blend hospitality with professionalism to deliver an exceptional experience that reflects APSI’s high standards of excellence.
II. Key Responsibilities
A. Front Desk & Client Experience
- Greet clients warmly and create a friendly, professional, and polished first impression.
- Manage phone calls, emails, and online lead inquiries promptly and professionally, with thorough follow-ups.
- Schedule and confirm appointments; coordinate provider calendars efficiently.
- Ensure intake and consent forms are accurate and updated (review annually if not seen in 12+ months).
- Educate clients on available treatments, skincare regimens, memberships, and monthly specials.
- Handle check-in/check-out, process payments, and assist with skincare product sales.
- Conduct post-treatment follow-ups to ensure satisfaction and encourage future bookings.
B. Sales & Growth
- Actively promote skincare products, memberships, and treatment packages to meet or exceed sales goals.
- Track and report individual and team sales performance to management.
- Support providers by maximizing daily schedules, minimizing gaps, and ensuring clients are rebooked.
- Maintain attractive retail displays and ensure all product promotions are clearly visible.
- Collaborate with the marketing department on monthly specials and social media content for skin providers.
C. Administrative & Operational Support
- Maintain an organized, efficient, and visually appealing front desk and waiting area, including stocking beverages, bathroom supplies, and amenities.
- Collaborate with providers, aestheticians, and management to ensure smooth daily operations.
- Track inventory of retail and backbar products; communicate reorder needs promptly.
- Maintain accurate and confidential patient files in compliance with HIPAA regulations.
- Support management with reporting on productivity, sales metrics, and client retention.
D. Social Media & Marketing Support
- Capture and post engaging content to Instagram and TikTok (with patient consent) to highlight treatments, providers, and events.
- Collaborate with the marketing team to brainstorm and implement creative content ideas.
- Send flash sale SMS campaigns and assist with in-office or email promotions.
E. Compliance & Quality Standards
- Ensure adherence to all regulatory, health, and safety standards.
- Support provider credentialing and documentation as needed.
- Uphold APSI’s brand reputation by delivering a five-star client experience at every touchpoint.
III. Qualifications
- Previous experience in a medspa, aesthetic, or luxury service environment preferred.
- Strong communication and customer service skills with a naturally friendly, professional demeanor.
- Proven ability to meet or exceed sales goals in a client-facing role.
- Highly organized and detail-oriented with excellent multitasking abilities.
- Team-oriented and adaptable, with a willingness to assist wherever needed.
- Comfortable learning and using scheduling, POS, and marketing systems.
- Passion for skincare, aesthetics, and wellness.
IV. Schedule & Perks
- Schedule: Monday–Friday, 8:00 AM to 5:00 PM (includes a 1-hour lunch break)
- Perks & Benefits:
- Quarterly performance-based bonuses tied to individual and team goals- competitive pay
- Complimentary and discounted aesthetic treatments
- Health insurance after 3 months of employment
- Vision and dental insurance available as employee-paid deductions
- Paid Time Off (PTO)
- 401(k) eligibility after one year
V. How to Apply
If you are a motivated, friendly professional with a passion for skincare and patient experience, we’d love to hear from you!
Please submit your resume and a brief cover letter describing your experience and why you’d be a great fit for the APSI team.
Job Type: Full-time
Base Pay: $55,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
