Client Coordinator

Ideal Image; North Haven (CT); On-site; USD 24,796 - 30,307; Full time

Benefits offered by this job

Medical, dental, and vision benefits

401k Plan with Employer Match

Employer-paid life insurance

Paid time off

Discounted cosmetic services

Discounted fitness club memberships

Promotional opportunities

Amazing company culture

Job summary

An established industry player in medical aesthetics is seeking a Client Coordinator to enhance client experiences and support clinic operations. In this role, you will be the welcoming face of the clinic, providing exceptional customer service and managing client interactions effectively. Your responsibilities will include greeting clients, assisting with scheduling, and maintaining clinic operations. This position offers a dynamic work environment where you can grow your skills and contribute to a team that values integrity and client satisfaction. Join us in redefining beauty ideals and making wellness services accessible to all.

Qualifications

• 1+ years of sales or customer service experience in a retail or related environment.
• Ability to multitask and prioritize client experience with operational duties.

Responsibilities

• Greet clients and provide world-class customer service to ensure satisfaction.
• Manage treatment book schedules and assist clients with scheduling needs.
• Maintain cleanliness of the clinic and assist in inventory management.

Skills

Customer Service

Sales Experience

Multitasking

Communication Skills

Integrity

Education

High School Diploma or equivalent

Tools

MS Office Suite

Point of Sale systems

CRM

Phone Systems

Job description

Overview

Ideal Image is North America’s #1 medical aesthetics brand, making personal aesthetics and wellness services more affordable, accessible, and effective than ever before. Ideal Image provides a personalized and premium experience that delivers real results and empowers women through every step of their self-care journey. Come join us as we redefine the beauty ideal.

The Client Coordinator directly supports the sales and operational performance of the clinic through customer engagement and loyalty activities. The Client Coordinator will meet and greet all incoming clients. You will foster and nurture positive relationships with clients and ensure all procedures, practices, client interactions, and environmental factors unequivocally promote and achieve a favorable client experience.

Responsibilities

Client Experience:

1. Greets clients and visitors into the clinic by standing and extending a warm welcome.
2. Answers the phone and can accurately manage multiple client priorities (troubleshooting calls, schedules, and clinic operational activities).
3. Provides world-class customer service to establish and maintain relationships with clients to ensure overall satisfaction while growing and retaining clients.
4. Manages treatment book schedules through assisting clients with scheduling needs and schedule optimization.
5. Assists clients by checking them in and out, including payment management.
6. Provides clinic tours as needed to new clients.
7. Actively recommends, promotes, educates, and sells medical aesthetic services and products.

Clinic Operations:

1. Verifies client information, medical history, and confirms purpose of visit in accordance with protocols.
2. Chaperones services as needed.
3. Ensures clinic email is reviewed and handled accordingly.
4. Maintains cleanliness of the clinic, including cleaning of treatment rooms and stocking.
5. Assists in inventory intake and recordkeeping, ordering supplies.
6. Handles HIPAA protected record keeping, including creation of medical charts, filing, storage management, and archiving.
7. Adheres to professional standards, policies, and procedures; and federal, state, and local requirements.
8. Maintains professional and collaborative relationships with clients, leadership, and sales teams to achieve company goals and personal performance goals.
9. Other Client Coordinator duties as assigned.

Qualifications

Client Coordinator Qualifications:

1. High School Diploma or equivalent.
2. 1+ years of sales and/or customer service experience in a retail, restaurant, or related in-person environment.
3. Working knowledge of business tools (MS Office Suite, phone systems, Point of Sale systems, CRM).
4. Proven track record of creating excellent customer experiences.
5. Ability to multitask and prioritize client experience with clinic operational duties.
6. Ability to operate with a high degree of integrity and confidentiality with sensitive, customer health-related information.
7. Ability to gain a working knowledge of products and services to assist with client questions.
8. Rapid learner with the ability to grasp concepts and protocols.
9. Maintaining a professional appearance and demeanor at all times.
10. Ability to work in a dynamic, fast-paced environment, and keep up with a high volume of activity and continuous growth/change.
11. Clear and engaging communication skills, including effective written and oral communication.

Why Ideal Image?

Compensation:

• Competitive compensation and bonus opportunities.

Comprehensive benefits:

• Medical, dental, and vision benefits, with Flexible Spending Accounts and Health Savings Accounts.
• 401k Plan with Employer Match.
• Employer-paid life insurance and short-term disability.

Paid time off:

• Company paid holidays and vacation days.

Additional benefits:

• Discounted cosmetic services for employee, family, and friends.
• Cosmetic products discount.
• Supplemental Voluntary Benefits with Allstate.
• Discounted fitness club memberships.
• Discounted tickets, products, services, and more through Tickets at Work.
• Promotional opportunities.
• Amazing company culture.
• And more!

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation requests that do not cause undue hardship to the company may be approved to enable individuals with disabilities to perform the essential functions, if that would not hinder or prevent performance of duties or be of a safety concern.

Key to denote % of time requirements necessary to perform essential functions of this job.

0% = Zero (O) 1-35% = Little (L) 36-70% = Moderate (M) 71-100% = Great (G)

Physical Requirements:
Light: Lifting 0-10 lbs.
Moderate: Lifting 0-25 lbs.
Heavy: Lifting 25+ lbs.

Working Conditions and Schedules:

G - Interacting with co-workers, vendors, and customers.
L - Exposed at times to fumes or airborne particles, toxic or caustic chemicals, extreme heat, risk of electrical shock, and vibration.
L - Exposed to various noise levels (L= private office, M= showroom/service area, G= jackhammer/metal works/heavy equipment).
G - Office machines, phones, fax, computers, postage meter, etc.
G - Working environment: non-private, varies from outside open parking lot, to showroom, to cubicle workspace, to adaptive office.
M - Available to work nights, weekends, and holidays.

Necessary traits for this position: Seeing, Hearing, Talking, Reading, Writing.

Basic comprehension of the English language using the traits marked above for purposes of safety, management direction, job responsibility, and minimal third-party interaction.

Proficiency of the traits marked above in the following languages for business letters, memos, customer interaction, presentations, demonstrations, employee direction, audits, etc.: English, Spanish, French, Other.

Compensation:

• This position pays $18-$22 per hour commensurate with experience.
• Monthly commission and bonus opportunities.

Ideal Image is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We celebrate diversity and are committed to creating an inclusive environment for all team members.