Care Coordinator

The Gleamery; Santa Monica (CA); On-site; USD 24,796 - 27,552; Full time

Benefits offered by this job

Paid time off

Sick leave

Health insurance (full-time)

Dental insurance (full-time)

Vision insurance (full-time)

401K (full-time and part-time)

Employee discount on services/products

Education and training

Job summary

The Gleamery is seeking a Care Coordinator in Santa Monica to own and optimize the guest scheduling process and deliver exceptional front-desk service. You will be the first and last impression for guests, guiding them from inquiry to post-visit follow-up, while promoting loyalty programs and referrals.

You will work in a hospitality-driven, fast-paced studio with a focus on education, retention, and brand loyalty. Requires strong customer service, sales instincts, and EMR proficiency.

Qualifications

• Own and manage a busy appointment schedule.
• Outbound calls to confirm and rebook appointments.
• Sales-oriented with ability to upsell packages and services.
• Excellent customer service and interpersonal skills.
• Multitask in a fast-paced studio environment.
• High attention to detail and commitment to operational excellence.
• Proficiency with EMR and other digital systems.
• Ability to work any day/time of the week with no restrictions.

Responsibilities

• Ensure daily schedule remains full and optimize occupancy.
• Call/text guests ahead of appointments for timely arrival and intake completion.
• Reach out to guests to rebook after cancellations or no-shows.
• Promote rebookings, referrals, and reviews to drive retention.
• Welcome guests with warmth and manage inquiries via phone/email.
• Assist with check-out, payments, and follow-up scheduling.
• Maintain a pristine studio environment and sterilize rooms between guests.
• Partner with teams to deliver a world-class guest experience.

Skills

Schedule management

Outbound calls

Sales mindset

Customer service

Multitasking

Attention to detail

Communication

Tools

EMR systems

Job description

Care Coordinator - Santa Monica

The Gleamery is a venture-backed health and wellness startup reinventing the dental industry. Our mission is to build the first national dental brand specializing in professional-grade, high-quality exams, cleanings, whitening, and straightening—the services modern consumers want and need. With a hospitality-driven ethos and a seamless, technology-enabled guest experience, The Gleamery is rapidly expanding across the U.S., redefining preventive and cosmetic dental care.

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

• Paid Time Off (for full‑time and part‑time)
• Sick Leave (for full‑time and part‑time)
• Health, dental, and vision insurance (for full‑time)
• 401K (for full‑time and part‑time)
• Employee discount on all Gleamery services and products
• Ongoing education and training
• The opportunity to work closely with The Gleamery’s Founder and Support Office team as we work to expand The Gleamery from coast‑to‑coast in the US
• $18‑$20/hr dependent upon experience

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