Care Coordinator

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

Benefits offered by this job

Paid Time Off

Sick Leave

Health insurance

Dental insurance

Vision insurance

401K

Employee discount

Education & training

Founder collaboration

Hourly pay currently $18-$20

Job summary

The Gleamery is seeking a Care Coordinator in West Hollywood, CA to front the guest experience and keep schedules running smoothly. You’ll be the first and last impression, helping guests feel cared for from inquiry to post-visit follow-up, with a hospitality-driven approach and teamwork across studio teams.

In this role you’ll manage bookings, answer inquiries, process payments, and promote packages while upholding HIPAA-compliant practices.

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.

Responsibilities

• Schedule Excellence: Ensure that the daily schedule remains full by proactively confirming appointments and filling schedule gaps as needed.
• Guest outreach: Call and text guests in advance of their appointments to ensure timely arrival and complete intake forms and photos.
• Retention & rebooking: Identify and reach out to guests who have not visited recently to book appointments.
• Reschedule: Contact guests who have broken or canceled appointments to reschedule promptly.
• Occupancy optimization: Monitor upcoming appointments and adjust to maximize schedule occupancy.
• Promotions: Drive retention and loyalty by promoting rebookings, referrals and reviews.
• Front desk duties: Welcome guests, answer phones, respond to inquiries, and guide guests through the experience.
• Payments & follow-up: Complete check-out, collect payment, schedule follow-ups, and discuss packages, referrals, and reviews.
• Guest concerns: Proactively manage guest concerns, escalating to the Studio Manager when needed.
• Studio upkeep: Maintain a pristine studio environment and assist with chairside support as needed.
• Compliance: Maintain HIPAA/OSHA health standards.

Skills

Schedule management

Outbound calls

Customer service

Multitasking

Attention to detail

EMR proficiency

Tools

EMR software

Job description

About The Gleamery

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