Front Desk Coordinator

Cosmeticphysicianpartners; Chicago (IL); On-site; USD 35,000 - 50,000; Full time

Job summary

A leading medical aesthetics provider in Chicago is seeking a Customer Service Representative to enhance patient experiences. The role involves scheduling, greeting clients, managing customer relationships, and supporting promotional activities. Ideal candidates should possess strong communication skills, a passion for skincare, and the ability to multitask in a busy environment.

Benefits

401(k) Matching

Free and discounted services and products

Positive workplace culture

Qualifications

• Demonstrated interest and knowledge in cosmetics and skincare.
• Ability to multitask effectively in a fast-paced environment.
• Basic computer skills for point-of-sale systems.

Responsibilities

• Schedule appointments and greet clients.
• Maintain knowledge of services and assist clients.
• Build relationships with customers and manage feedback.

Skills

Customer Service

Communication

Sales Abilities

Attention to Detail

Teamwork

Adaptability

Education

Training or certifications in beauty-related fields

Job description

CPP Clinics is a leading provider of medical aesthetics services, offering innovative treatments across multiple medspas under the CPP umbrella. We are dedicated to delivering exceptional patient experiences and outstanding results, utilizing advanced technologies and personalized care.

AdmireMD Plastic Surgery + Skin Clinic is led by Dr. Anthony A. Admire , a board-certified plastic surgeon recognized as a "Top Doc" in PHOENIX magazine over 15 times. The clinic offers a range of surgical and non-surgical procedures, including deep plane facelifts, rhinoplasty, breast augmentations, tummy tucks, and advanced skin treatments. Dr. Admire and his team are committed to delivering personalized care aimed at achieving natural and satisfying results.

About the Position:

The primary responsibilities of this role include scheduling client appointments, warmly greeting clients upon arrival, and maintaining a thorough knowledge of the services offered.

The ideal candidate will demonstrate exceptional patient care, possess excellent communication skills, and be well-spoken and articulate. They should be flexible with scheduling, have strong analytical and decision-making abilities, and exude a friendly, outgoing demeanour. Additionally, they must be able to multitask effectively, work well in a team, and be comfortable with basic computer and software applications.

Work Schedule:

This is a full-time position requiring up to 40 hours per week. We believe in maintaining a healthy work-life balance while ensuring business needs are met.

Responsibilities:

• Customer Engagement: Create a welcoming and informative environment for customers by offering in-depth product knowledge, addressing their queries, and assisting them in making informed purchasing decisions. Knowledge of all physician’s credentials, and able to relay them to patients when determining purchasing decisions.
• Merchandising : Assist in maintaining visually appealing displays that highlight our products and attract customer attention. Ensure products are properly stocked and organized.
• Customer Relationship Management: Build strong relationships with repeat customers by offering personalized attention and follow-up support. Maintain a database of customer preferences for future reference.
• Promotions and Events: Support promotional activities, events, and product launches by actively engaging customers and promoting featured products.
• Team Collaboration: Collaborate with other team members and vendors to create a cohesive and customer-focused environment.
• Customer Feedback: Actively seek customer feedback and communicate insights to the Cosmetic Supervisor to improve product offerings and service quality.
• Hygiene and Sanitation: Ensure the cleanliness and hygiene of the medical spa, including sampling products and maintaining a tidy workspace.
• Scheduling: Establish and maintain contact with patients considering or awaiting cosmetic procedures.Maximize scheduling utilization by using a cancellation list, managing the lead list and CRM software, adding on procedures, etc.
• Front Desk Management Including(but not limited to) the following:
• Greets and check-in patients upon arrival.
• Gather requisite patient information and place in chart and enter into computer.
• Escort patients to exam rooms and maintain exam rooms between patients.
• Check patients out and collect all fees as required.
• Answer incoming phone calls, retrieve messages from voicemail, schedule appointments, record complete messages and direct callers to the appropriate personnel.
• Manage the Skin Membership loyalty program.
• Assist in managing Providers’ schedules to utilize cross referral opportunities.
• Consistently update Excel tracking spreadsheets.
• Be a liaison between the patient and physician by scheduling recommended procedures, selling recommended product, and tracking closure rates.
• Prepare End of Day Transaction Report, cash reconciliation, and close-out for manager approval.
• Utilize patient reward programs including Alle and Aspire.

Qualifications and Requirements:

• Passion for Cosmetics: Demonstrated interest and knowledge in cosmetics, skincare, and beauty trends.
• Customer-Centric Approach: Friendly, approachable, and dedicated to delivering exceptional customer service.
• Communication Skills: Excellent communication skills to effectively interact with customers and provide product information in a clear and engaging manner.
• Sales Abilities: Basic sales skills with the willingness to learn and improve over time. Prior sales experience is a plus.
• Product Knowledge: Familiarity with a variety of cosmetic and skincare products. Training or certifications in beauty-related fields are advantageous.
• Attention to Detail: Ability to ensure accurate product placement, pricing, and inventory management.
• Team Player: Willingness to collaborate and support colleagues to achieve shared goals.
• Adaptability: Flexibility to work in a fast-paced retail environment, including weekends, holidays, and special events.
• Computer Proficiency: Basic computer skills to navigate point-of-sale systems and assist with basic administrative tasks.
• Ability to Multi-task: Be able to manage multiple tasks efficiently
• Competitive Compensation Package – Offering a salary that recognizes your skills and experience.
• 401(k) Matching – Plan for the future with our generous 401(k) matching program.
• Aesthetic Industry Perks – Enjoy free and discounted services and products.
• Great Culture & People-First Organization – Join a fun, drama-free environment that rewards collaboration and values those who help foster a positive workplace.