Front Desk Coordinator

Bella Aesthetics; Cambridge (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

Bella Aesthetics, a high-end medical aesthetics practice, seeks a Front Desk Coordinator to deliver a polished, luxurious experience from arrival to checkout. This role drives bookings, handles client inquiries, and supports daily operations with strong organizational and sales skills.

The candidate thrives in a fast-paced, luxury environment, is tech-savvy, and comfortable discussing pricing and memberships. Prior experience in medical spa settings is a plus.

Qualifications

• Strong sales and customer service background.
• Excellent written and verbal communication.
• Proficient with Microsoft Office and scheduling systems.
• Experience with Boulevard, Vagaro, Mindbody, or similar software.

Responsibilities

• Warmly greet clients and ensure a luxury experience from arrival to checkout.
• Educate clients on treatments, pricing, memberships, and promotions; help convert inquiries into bookings.
• Prepare provider schedules, reconcile payments, and maintain organized records.
• Support inventory tracking and supply orders; communicate updates clearly with providers and owner.

Skills

Sales and customer service

Communication

Organized

Tech-savvy

Tools

Microsoft Office

Scheduling systems

Boulevard

Vagaro

Mindbody

Job description

Front Desk Coordinator at Bella Aesthetics

Job Description

Bella Aesthetics is a high-end, fast-growing medical aesthetics practice. We specialize in advanced injectables, skin rejuvenation, IV therapy, and luxury facial experiences. Our brand is built on clinical excellence, elevated client care, and results-driven beauty.

We are seeking a Front Desk Coordinator who is polished, warm, highly organized, sales-savvy, and thrives in a luxury, fast-paced medical spa environment. This role is the heartbeat of our practice — you set the tone for every client's experience.

If you love beauty, aesthetics, people, and performance-based growth, this role is for you.

Who You Are

You are confident, detail-oriented, polished, and love helping clients look and feel their best. You thrive in a professional environment where luxury service, efficiency, and positivity matter.

You must be:

• A self-starter with strong leadership energy
• Warm, engaging, and polished in appearance and communication
• Comfortable selling treatments, memberships, and packages
• Highly organized and excellent with numbers, systems, and follow-up
• Tech-savvy and quick to learn new software
• Calm under pressure and excellent at solving problems

We move fast, laugh often, and take our work seriously — but never ourselves.

Qualifications

• 1–2+ years in medical spa, dermatology, plastic surgery, or high-end client service
• Strong sales and customer service background
• Comfortable discussing pricing, packages, and closing sales
• Excellent written and verbal communication
• Proficient with Microsoft Office and scheduling systems
• Experience with Boulevard, Vagaro, Mindbody, or similar software (preferred)
• Experience with Alle, CareCredit, Cherry, or Aspire is a plus
• Highly professional, well-groomed, and brand-aligned appearance

Daily Responsibilities

You are the first impression and the final touch of every Bella Aesthetics visit.

Client Experience & Front Desk

• Warmly greet all clients and ensure a luxury experience from arrival to checkout
• Check in and check out all clients with accurate payments and documentation
• Answer phones, texts, and online inquiries with professionalism and warmth
• Schedule, confirm, reschedule, and optimize provider calendars
• Follow up with new leads, consult requests, and post-visit clients

Sales & Revenue Support

• Educate clients on treatments, packages, memberships, and promotions
• Confidently present pricing, financing, and loyalty programs
• Help convert inquiries into booked appointments
• Promote seasonal specials, memberships, and retail products

Administrative & Operations

• Prepare provider schedules and charts daily
• Maintain organized electronic and paper records
• Ensure all consent forms, intakes, and documentation are complete
• Perform daily close-out reports and reconcile payments
• Support inventory tracking and supply orders
• Communicate updates and issues clearly with providers and the owner

Team Support

• Assist RNs, injectors, estheticians, and IV staff so the day flows smoothly
• Communicate schedule changes, delays, and client needs
• Maintain a positive, professional team environment