Bilingual Receptionist & Administrative Assistant
Location: Nashville, TN
Job Type: Full-Time
Industry: Medical Spa / Aesthetic Clinic
About Us
We are a growing medical spa dedicated to providing exceptional aesthetic treatments and outstanding patient care. We are seeking a professional, organized, and customer-focused Bilingual Receptionist & Administrative Assistant to join our team.
This position combines front desk responsibilities with administrative support. The ideal candidate is fluent in English and Spanish, enjoys working with people, is highly organized, and thrives in a fast-paced environment.
ResponsibilitiesFront Desk & Patient Experience
- Welcome patients and visitors with professionalism and warmth.
- Answer phone calls, text messages, emails, WhatsApp, and online inquiries.
- Schedule, confirm, reschedule, and cancel appointments.
- Verify patient information and ensure all required forms and consent documents are completed.
- Provide information about services, promotions, office policies, and appointment availability.
- Maintain a clean, organized, and professional reception area.
- Deliver an exceptional patient experience from check-in to check-out.
Administrative Duties
- Support the daily administrative operations of the clinic.
- Maintain organized physical and digital files.
- Prepare daily, weekly, and monthly reports for appointments, payments, sales, and cancellations.
- Process and organize invoices, receipts, deposits, and other administrative documents.
- Assist with daily cash reconciliation.
- Maintain patient and vendor databases.
- Coordinate meetings, staff schedules, and internal communications.
- Assist management with administrative projects and other assigned duties.
Scheduling & Patient Coordination
- Manage the clinic's appointment calendar.
- Coordinate schedules for providers and staff.
- Send appointment reminders and follow-up communications.
- Follow up with prospective patients and outstanding consultations.
- Perform post-treatment follow-up according to clinic protocols.
- Communicate schedule changes and operational updates with the team.
Inventory & Office Support
- Monitor inventory of medical supplies, retail products, and office supplies.
- Conduct routine inventory counts.
- Notify management when inventory is low or approaching expiration.
- Receive shipments and verify product quantities.
- Organize vendor records and purchase documentation.
Qualifications
- Fluent in English and Spanish (spoken and written).
- Previous experience in medical reception, front desk, administrative support, customer service, or office coordination.
- Experience in a Med Spa, aesthetic clinic, medical office, dermatology, plastic surgery, or healthcare setting is preferred.
- Proficient with Microsoft Office (Word and Excel).
- Experience with Google Workspace (Gmail, Google Drive, Docs, Sheets, and Calendar).
- Comfortable learning and using scheduling software, EMR/CRM systems, and patient management platforms.
- Excellent written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Ability to multitask and prioritize responsibilities.
- Professional appearance and positive attitude.
- Reliable, punctual, and dependable.
Preferred Qualifications
- Experience working in an aesthetic clinic or Med Spa.
- Experience with patient scheduling software or electronic medical records.
- Sales or patient coordination experience is a plus.
Benefits
- Competitive pay based on experience.
- Opportunities for professional growth.
- Supportive team environment.
- Employee discounts on services and products (if applicable).
- Paid time off and other benefits (if offered).
Schedule
- Full-time
- On-site
- Schedule based on clinic hours
Language Requirement
- English (Required)
- Spanish (Required)
If you are an organized, customer-focused professional who enjoys helping patients and thrives in a fast-paced medical environment, we'd love to hear from you. Apply today and become part of our growing team!
Job Type: Full-time
Pay: $17.00 - $22.00 per hour
Work Location: In person
