Job Description
Job Description
Job Description – Med Spa Coordinator / Client Experience Coordinator
Title: Spa Coordinator/Reception
Reports To: Frederika MacMillan, Owner
Compensation: $27/hr (negotiable on experience)
Overview:
You are the helpful glue of the practice as you ensure the seamless flow of communication, appointment logistics, client relations, event management, social media and injector support. A professional, polished, warm, and efficient demeanor is expected.
Our spa coordinator plays a critical client-facing role. This position ensures all clients are welcomed professionally, appointments are scheduled and confirmed accurately, and all front desk operations run smoothly. The role also includes providing administrative support and assisting with inventory.
Qualifications:
- Previous experience in customer service, preferably in a spa, salon, or medical office.
- Strong organizational and multitasking skills.
- Excellent communication skills, both verbal and written.
- Proficient with technology and scheduling software.
- Professional, polished, and personable demeanor.
- Ability to work evenings or weekends as needed for events.
- Social Media proficiency, familiarity with design apps (i.e. Canva, CapCut)
Key Responsibilities:
- Front Desk Excellence: Greet clients warmly, check them in/out, answer phones, and manage scheduling.
- Client Relations: Provide high-level customer service, assist with pre- and post-treatment questions, and ensure clients feel welcomed and valued.
- Administrative Support: Maintain accurate client records, assist with consent forms, process payments, and manage daily closing tasks, referral tracking, management of client purchases and memberships
- Provider Support: Prep treatment rooms, assist with supply restocking, and help providers stay on schedule.
- Event Assistance: Support spa pop-ups, in-house events, and offsite promotions.
- Chart Auditing: Ensure client charts are complete and accurate in compliance with spa policies.
- Product Knowledge: Stay informed about spa treatments and retail products to provide recommendations
- Operational Flow: Assist with daily spa operations to ensure smooth and efficient workflow.
- Office Appearance: Maintain a clean and organized front desk and reception area by wiping down surfaces, fluffing pillows, and sanitizing high-touch areas.
- Social Media: Posts daily stories and necessary spa updates. Assists with content capture.
Benefits:
- Competitive pay with growth opportunities.
- Staff discounts on treatments and products.
- Supportive, team-oriented work environment