Client Experience Coordinator - NYC

Asystem; New York (NY); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

3 weeks PTO

Product discounts

Inclusive workplace

Job summary

Great Many is seeking a Client Experience Coordinator to lead the front-of-house experience at our studio. You will greet clients, explain services, and ensure every visit reflects the brand's hospitality standards.

You will collaborate with clinicians, manage bookings and client flow, perform opening/closing duties, and help create a smooth, welcoming environment where clients feel cared for and guided. Strong communication, a warm demeanor, and a growth mindset are essential as you support our

Qualifications

• Minimum of 2+ years experience as front office/medical receptionist in medspa or clinic.
• Weekend availability required.
• Excellent written and verbal communication.
• Warm, welcoming demeanor and hospitality orientation.

Responsibilities

• Front-of-house host, greet clients, set the brand tone.
• Manage client flow, tours, checkouts, and service explanations.
• Coordinate with clinicians to ensure smooth daily operations.
• Open/close clinic duties, ensure cleanliness and stocking.
• Answer inquiries and manage scheduling via Boulevard platform.
• Assist with follow-ups and FAQs for common questions.

Skills

Hospitality

Communication

Teamwork

Problem solving

Growth mindset

Job description

As Client Experience Coordinator at Great Many, you are the first and last impression of our clients. You have a natural hospitality-orientation, a warm and welcoming demeanor, and find joy in helping others find their way, either in-person or digitally.

In this role, you are responsible for the front-of house of our studio/clinic experience. In addition to setting the tone with clients, you are a helpful hand with our clinical team, ensuring the studio and its team are set up for success. You have a curiosity for the hair growth/aesthetics industry and a passion for being a part of helping others look and feel their best.

Hospitality & Client/Operations Flow

• Be The Face. Serve at and be stationed at the front-of-house to ‘be the face’ and set the tone for the brand’s experience, including succinctly explaining who we are and what we do.
• Choreographing & Owning The Client Experience. Exhibit best practices across all touchpoints – warm greetings and space tours, managing client flow, checking out clients, and navigating any tricky situations
• Coordinating with Clinicians. Support our clinicians by ensuring the day and client flow runs smoothly
• Perform Opening/Closing Duties to prepare the clinic for daily operations, ensuring all areas are clean, organized, and fully stocked.

Client Services (CX)

• Client Scheduling. Manage the booking platform (Boulevard) to optimize the schedule for the business and handle day-to-day client scheduling needs.
• Client Follow-Ups/Inquiries. Be the interface between clients and clinicians for follow-up questions, instructions, etc. and help build FAQs and processes for frequently requested information. Manage inbound email inquiries to the general inbox, including ecommerce inquiries.
• Lead Follow-Up. Work with leadership on follow-up processes with interested inbound leads to answer client questions and help convert clients.
• Client Care Management. Assist clients in processing medication refill requests, ensuring accuracy and timely completion. Manage package renewals, providing clear guidance and support to clients throughout the process.
• Continuous Improvement. Contribute to the development of our ways of working to make us more efficient, provide a better experience for clients and team members, and drive the business more effectively.

Special Projects & Events

• Special Projects. Work closely with the founders/Clinic Manager on special projects as the business developments that may include launch of new services or assistance with growing e-commerce needs.
• Events. Occasionally help staff and execute local partnerships and events set up by marketing to drive Studio business.

We’ve intentionally created a unique workplace for both our team and our clients – especially in a category that can feel clinical or overwhelming for clients.

• You are hospitality-oriented, and understand how people feel matters as much as the ‘what’ of what we do, both with our team and our clients
• You are a clear communicator, able to relate to clients, clearly explain protocols, pricing, packages, etc. and deftly handle any issues
• You have a positive attitude in the face of change, newness, and problem solving that comes with a new business
• You are a creative problem solver when it comes to figuring out new and improved ways for us to operate and find our stride
• You are a constant learner with a growth mindset, always seeking continuing education, new learnings, and professional development

EXPERIENCE & REQUIREMENTS

• 2+ minimum years of experience functioning as front office/medical receptionist in a medspa, medical office, boutique fitness, or spa environment; dermatology/hair experience a plus but not a must
• Must be able to work one weekend day; hours may change based on business needs

DETAILS

• 3-weeks of Paid Time Off (PTO)
• Great Many Products & Services Discounts

Great Many is committed to bringing together individuals from different backgrounds and perspectives. We strive to create an inclusive environment where everyone can thrive, feel a sense of belonging, and do great work together. As an equal opportunity employer, we prohibit any unlawful discrimination against a job applicant on the basis of their race, color, religion, veteran status, sex, parental status, gender identity or expression, transgender status, sexual orientation, national origin, age, disability or genetic information. We respect the laws enforced by the EEOC and are dedicated to going above and beyond in fostering diversity across our company.

What Great Many does

We are a modern hair growth studio for men and women — the first of its kind to blend hospitality with expert medical care. Our studios bring together science-backed treatments, proven prescriptions and supplements, and targeted hair and scalp care, all under one roof to help people of all ages and backgrounds tackle an age-old issue.

Mission

Where you go when you want your hair to grow.