Clinic Care Coordinator ($20/hour+, Part Time with Full Time growth potential)

MK Aesthetics; Minnetonka (MN); On-site; USD 23,000 - 32,000; Part time

Benefits offered by this job

Service discounts

Full-time benefits include medical, 
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Job summary

MK Aesthetics is seeking a Client Care Coordinator to deliver premier, concierge-level experiences. You will be the first and last contact for clients, guiding them through scheduling, payments, and follow-up while maintaining a polished front office.

The role emphasizes hospitality, coordination across providers, and proactive client engagement to ensure a seamless journey and elevated MK experience.

Qualifications

• Excellent customer service and hospitality skills.
• Outstanding phone, written, and verbal communication.
• Strong sales skills to guide clients and support appointment conversion without high pressure.

Responsibilities

• Greet clients with VIP-level hospitality from arrival to departure.
• Manage client communications and follow-up with leads.
• Schedule and optimize provider calendars and appointments.
• Support client retention, rebooking, and retail opportunities.
• Document client communications in CRM and practice management systems.

Skills

Customer service

Hospitality

Communication

Sales experience

CRM software

Education

High school diploma or equivalent

Tools

CRM software

M365

Canva

Job description

Classification

Part-time with potential to grow to Full-Time, Non-Exempt | Hourly

Compensation/Benefits

starting at $20+/hour + service and skincare discounts and perks (Full Time benefits include medical, dental, and vision, 401k, PTO and paid holidays)

About MK Aesthetics

At MK Aesthetics, our mission is to empower both men and women to feel confident in their skin at any age. We aim to be a premier med-spa known for our exceptional team of providers, top-tier customer service, and results-driven treatments.

We live by our core values:

• Desire to Grow
• Act with Integrity
• Go Above and Beyond for Our Customers

If you’re passionate about helping people feel confident inside and out and want to grow with a supportive, high-performing team, we’d love to meet you.

Position Summary

The Client Care Coordinator plays an essential role in delivering the premier, concierge-level experience MK Aesthetics is known for. As one of the first and last points of contact for our clients, this position is responsible for creating a warm, polished, personalized, and seamless experience throughout every stage of the client journey.

The Client Care Coordinator serves as a primary front-office administrator responsible for client communication, scheduling, check-in and check-out, payments, provider schedule management, new-client welcome and follow-up, and supporting prospective client and lead communications across applicable platforms.

This role requires a proactive hospitality mindset and strong ownership of the client experience. The Client Care Coordinator anticipates needs, follows through on details, communicates professionally and confidently, and works collaboratively with providers and team members to ensure every client feels welcomed, cared for, informed, and valued.

Key Responsibilities Summary

• Welcome, educate, and support new clients throughout their journey
• Manage client communications and support prospective client and lead follow-up
• Manage provider schedules and optimize appointment booking
• Support client retention, rebooking, service, and retail opportunities
• Maintain accurate client and lead communication records within applicable systems
• Triage questions and concerns effectively and elevate when appropriate
• Coordinate and communicate effectively across the MK Aesthetics team

Key Responsibilities

Client Experience & Hospitality

• Greet every client with warm, polished, VIP-level hospitality upon arrival and throughout the entirety of their visit
• Serve as a knowledgeable and welcoming resource for clients, helping them navigate their experience at MK Aesthetics with confidence and ease
• Conduct new-client welcome calls and provide new-client tours, helping familiarize clients with MK Aesthetics, our providers, services, amenities, and overall experience
• Complete new-client follow-up calls and other proactive outreach to ensure clients feel cared for, answer non-clinical questions, gather feedback, and identify any needs requiring provider or management follow-up
• Anticipate client needs and look for opportunities to personalize and elevate the client experience
• Maintain a polished, professional, organized, and welcoming front-office and client-facing environment
• Take ownership of client needs and concerns, working toward resolution whenever possible and appropriately escalating clinical, financial, or service concerns when needed
• Consistently uphold MK Aesthetics' standards for premier hospitality and the MK Way client experience

Scheduling & Front Office Operations

• Guide client calls and conversations to effectively book consultations, appointments, and procedures
• Manage provider schedules with attention to efficiency, accuracy, appropriate appointment types, and an optimal client experience
• Complete client check-in and ensure each client is greeted promptly and professionally
• Enter and maintain accurate new-client demographic and contact information within the practice management system
• Complete client check-out, review charges for accuracy, collect payments, and support applicable financing, membership, rewards, and rebate processes
• Support provider recommendations by scheduling return appointments, follow-ups, treatment plans, and series whenever possible before the client leaves
• Follow up on no-show and cancelled appointments and assist with rescheduling and/or collection of cancellation fees as appropriate
• Support waitlist management, schedule optimization, and proactive filling of appointment openings as directed
• Champion and accurately support Alle, Aspire, and other applicable vendor rewards and rebate programs
• Complete opening and closing procedures according to established practice protocols
• Answer incoming phone calls, texts, emails, website inquiries, ad leads, and Google review message responses, and other client communications promptly, professionally, and warmly
• Guide prospective and existing clients through appropriate scheduling options, consultations, services, and next steps within the scope of the role
• Support response and follow-up for prospective clients and leads generated through advertising campaigns, Google, and other marketing channels as assigned
• Accurately document applicable client and lead communications, outcomes, and next steps within Lead AR and/or other designated CRM and practice management systems
• Maintain organized communication and follow-up to help ensure prospective and existing clients receive timely, attentive service
• Collaborate with the Practice Manager, Marketing Team, Leadership, providers, and other team members as appropriate to support prospective and existing client needs
• Answer general questions and appropriately triage clinical or provider-specific questions to the correct team member
• Support service and retail sales through knowledgeable, value-based communication and by reinforcing provider recommendations
• Assist clients with appropriate retail purchases and ensure they understand applicable rewards, promotions, memberships, and programs
• Contribute to client retention efforts through exceptional service, proactive follow-up, rebooking, and relationship building
• Assist providers and other team members as needed to maintain efficient patient flow and an elevated client experience
• Assist with tracking, monitoring, ordering, and maintaining appropriate inventory levels as assigned
• Package and ship online orders and lab specimens
• Assist with marketing initiatives, events, promotions, and client outreach as needed
• Support social media and content efforts when appropriate
• Maintain familiarity with MK Aesthetics services, treatments, products, promotions, memberships, wellness offerings, and evolving practice initiatives in order to confidently support client conversations

Success Metrics

Success in this role may be measured through a combination of:

• Client satisfaction and feedback related to the front-office and overall MK experience
• New-client welcome and follow-up completion
• Timely and professional client and prospective client communication and follow-through
• Accurate and consistent documentation within applicable systems and CRM
• New-client and referral tracking
• Rebooking and retention support
• Follow-through on provider recommendations for future appointments and retail purchases
• Accuracy of Alle, Aspire, and other applicable rewards/rebate programs
• Schedule accuracy, optimization, and effective management of cancellations and openings
• Overall contribution to a seamless, premier client experience

Required Skills and Abilities

• Exceptional customer service and hospitality skills with a genuine desire to create memorable client experiences
• Outstanding phone, written, and verbal communication skills
• Strong sales skills with the ability to confidently guide clients, add value, and support appointment conversion without creating a high-pressure experience
• Positive, warm, polished, and upbeat personality
• Professional and mature demeanor with a presentable appearance
• Strong relationship-building skills and the ability to quickly establish rapport with prospective and existing clients
• Strong follow-through and comfort with proactive client communication and outreach
• Ability to learn and consistently utilize CRM and practice management systems, including accurately documenting communications and managing follow-up tasks
• Proficient with technology and comfortable learning new systems and platforms, including M365, CRM software, Canva, social media, and practice management technology
• Ability to quickly learn MK Aesthetics' treatments, services, products, memberships, promotions, and client communication standards
• Ability to set the tone for the practice with professionalism, warmth, confidence, and grace
• Strong problem-solving and critical-thinking skills with the initiative to identify what needs to be done and take appropriate action
• Superior organizational skills, follow-through, and attention to detail
• Ability to anticipate needs and think ahead
• Ability to manage multiple priorities and client interactions simultaneously while maintaining composure and attention to detail
• Collaborative team-player mindset with willingness to support providers and coworkers as needed
• Ability to follow all verbal and written MK Aesthetics processes, procedures, and service standards
• Treats clients and coworkers with professionalism and respect

Education and Experience

• High school diploma or equivalent required
• One or more years of experience in a medical spa, aesthetics, healthcare, luxury hospitality, customer service, sales, or similar client-facing position preferred
• Previous experience with CRM systems, sales, scheduling, lead communication, or high-touch client service is a plus