Care Coordinator

The Gleamery

Los Angeles (CA)

On-site

USD 25,485 - 27,552

Full time

14 days+

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Benefits offered by this job

Paid time off

Sick leave

Health, dental, and vision insurance

401(k) plan

Employee discount on Gleamery services

Job summary

The Gleamery is seeking a Care Coordinator in Studio City to be the heartbeat of the studio, managing guest care, education, and retention from first contact to post‑visit follow‑up.

You will welcome guests, handle front desk duties, schedule appointments, process payments, and promote packages while collaborating with clinics and support teams to deliver a world‑class experience.

Qualifications

Ability to own and manage a busy appointment schedule.
Confident in outbound calls and rebooking guests.
Sales-driven with ability to sell packages and services.
Excellent customer service and interpersonal skills.
Proficient with EMR and digital systems.

Responsibilities

Maintain full daily schedule and optimize occupancy.
Call and text guests before appointments to ensure timely arrival.
Drive retention through rebooking, referrals, and reviews.
Greet guests warmly and manage inquiries by phone, text, and email.
Support guests during diagnostics and facilitate checkout.
Ensure studio cleanliness and HIPAA/OSHA compliance.

Skills

Appointment scheduling

Outbound calling

Sales skills

Customer service

Multitasking

Attention to detail

EMR systems

Team collaboration

Tools

EMR software

Job description

About The Gleamery

The Gleamery is reinventing modern dentistry. Our brand makes dental care something people actually look forward to - combining spa-like studios, leading-edge technology, and hospitality-driven experiences to deliver preventive and cosmetic dental care at the highest level. From comprehensive exams and professional cleanings to teeth whitening, GleamTox, and our signature GleamFit clear aligners, we’re redefining what’s possible in oral health and aesthetics. With studios expanding across southern California, we’re looking for leaders ready to grow with us and help build something exceptional.

Care Coordinator – Studio City

About The Role

At The Gleamery, Care Coordinators are the heartbeat of the studio. You’re the first and last impression for every guest, and the person who keeps our schedules running like clockwork. More than just a front desk role, Care Coordinators are trusted partners in guest care, education, and retention—helping guests feel cared for from the moment they reach out to us until long after they leave their appointment.

Our beautifully designed studios were built to create a welcoming, hospitality‑driven environment for both guests and team members. You’ll be equipped with state‑of‑the‑art technology to help manage scheduling, communication, and sales with ease. And you’ll be part of an incredible, supportive team that thrives on collaboration, open feedback, and regular all‑hands meetings to keep you connected to our mission and growth.

At The Gleamery, Care Coordinators are our leaders in guest experience, brand loyalty, and the daily success of the studio.

Key Responsibilities

Schedule Excellence

Ensure that the daily schedule remains full by proactively confirming appointments and filling schedule gaps as needed.
Call and text guests in advance of their appointments to ensure timely arrival and ensure that all intake forms and photos are completed.
Identify and reach out to guests via phone and SMS who have not visited The Gleamery recently, encouraging them to book an appointment.
Contact guests who have broken or canceled appointments to reschedule them promptly.
Monitor upcoming appointments and take action to optimize the schedule and the wait list, ensuring efficiency and high occupancy rates.
Drive retention and loyalty by promoting rebookings, referrals and reviews.

Guest Experience & Front Desk Operations

Welcome guests warmly, providing an exceptional first impression.
Answer phones and respond to guest inquiries via text and email professionally and efficiently.
Transition guests from the lobby to the Brush Bar and treatment rooms, setting the stage for a seamless experience.
Support guests during their salivary diagnostics.
Setup and clean Comfort Add‑On technologies for guests.
Complete check‑out, including collecting payment, scheduling follow‑up visits, and discussing package options, the referral program, and reviews.
Proactively manage guest concerns, escalating issues to the Studio Manager as needed.

Studio Support & Facility Upkeep

Maintain a pristine studio environment, including sterilizing and resetting treatment rooms between guests.
Assist hygienists with chairside support as needed.
Keep all common areas, including restrooms, squeaky clean and presentable.
Manage inventory and ensure treatment supplies are stocked.
Comply with HIPAA, OSHA and health standards.

Team Collaboration & Culture

Actively participate in team meetings and company initiatives.
Assist with community outreach and marketing events.
Uphold The Gleamery’s high standards of guest satisfaction, retention, and brand loyalty.
Partner closely with the Clinical and Support Office teams to deliver a world‑class experience to every guest, every time.

Qualifications

Strong ability to own and manage a busy appointment schedule.
Confidence in making outbound calls and engaging guests to confirm and rebook appointments.
Sales‑driven mindset with a natural ability to sell packages, services, and products.
Outstanding customer service and interpersonal skills.
Ability to multitask in a fast‑paced, high‑energy studio environment.
High attention to detail and commitment to operational excellence.
Proficiency in learning and using electronic medical record (EMR) and other digital systems.
The ability to work any day/time of the week with no restrictions.

Benefits & Compensation