Client Relations Assistant Manager

Confident Med Spa; Amherst (NH); On-site; USD 42,000 - 56,000; Full time

Job summary

Confident Med Spa, a premier medical aesthetics practice, seeks a Client Relations Coordinator to support the provider team and enhance the client experience. The role focuses on building relationships with members, handling inquiries, collecting demographics, invoicing, and ensuring HIPAA compliance while assisting with marketing and events.

The ideal candidate will have at least 2 years in customer service, strong communication, attention to detail, and a friendly, proactive attitude, with

Qualifications

• Minimum 2 years of customer service experience.
• Strong communication and attention to detail.
• Self-motivated with outgoing personality.
• Ability to work weekends (one weekend per month).
• Experience in medical aesthetics or sales preferred.
• Proficient with computer systems including Microsoft Office and POS.

Responsibilities

• Build relationships with members and guests to grow client base.
• Respond to online inquiries and appointment requests.
• Gather demographic data and manage patient accounts.
• Generate invoices and maintain records.
• Check-in/check-out and provide forms to patients.
• Maintain HIPAA compliance.
• Answer calls and online inquiries.
• Support marketing, stock, and supplies.
• Assist provider team with room prep and procedures.
• Quote and obtain payments.
• Drive member retention via outreach by phone and email.
• Educate patients on services, products, promotions, and events.
• Attend onsite and offsite events.
• Assist management and owners with tasks.
• Maintain housekeeping.
• Meet monthly goals and drive sales and satisfaction.

Skills

Customer service

Communication

Attention to detail

Multitasking

Rapport building

Verbal communication

Written communication

Sales aptitude

Education

High School Diploma

Tools

Microsoft Office

POS systems

Job description

Description

Position Overview:

Confident Med Spa, a premier medical aesthetics practice and spa, opened in 2022 and is quickly becoming the fastest growing medical spa in New Hampshire and Maine. Confident Med Spa offers a team of highly skilled nurses and nurse practitioners, caring leadership, state of the art equipment, ongoing education, and opportunities to expand your skills. The company was founded on the belief the clients and employee experience should be at the forefront of the practice. The company is seeking a Client Relations Coordinator to help the growing medical spa continue to provide the best client experience possible. The ideal candidate will be willing and able assist the provider team both in and out of treatment rooms. This is a great opportunity for someone interested in medical aesthetics to begin their career and grow alongside the organization.

Responsibilities

• Establish relationships with members and guests to grow and retain a client base
• Responding to online inquiries and appointment requests
• Gathering necessary demographic information from patients to create and update patient accounts
• Using the computer system to generate invoices for patients according to prescribed procedures, while maintaining detailed patient records
• Registering patients, completing check in and check out, and providing forms such as medical history and consent to patients for completion
• Maintaining HIPAA compliance
• Answering telephone calls and online inquiries
• Assisting the President and location manager in managing marketing materials, stock, and supplies
• Assisting the provider team in room preparation and client procedures as needed
• Comfortability quoting and obtaining payment
• Driving member retention through outreach via phone and email to current members along with following up with previous patients to ensure patient safety and engagement
• Educating patients and potential patients on our services, products, promotions, and events
• Attending and participating in both onsite and offsite events
• Assisting the Aesthetics Coordinator, Assistant Practice Manager and Owners by completing assigned tasks as needed
• Maintaining good housekeeping, including laundry, dusting, sweeping, and stocking as needed
• Meeting monthly Practice goals while driving sales and patient satisfaction through personal performance

Requirements

• High School Diploma
• Ability to use various computer systems such as Microsoft products and point-of-sales systems
• Candidates must have a minimum of 2 years customer service experience
• Strong communication, high attention to detail, and rapport-building skills
• Is a self-starter with drive, passion for aesthetics, and a friendly, outgoing personality
• Ability to multi-task and present sound judgement
• Strong math, analytical, and follow-up skills
• Candidate must be able to work one weekend a month
• Experience in medical aesthetics or sales preferred
• Self-motivated and self-directed
• Ability to focus on accuracy and detail
• Excellent written and verbal communication skills
• Ability to adapt to changing company priorities