Front Desk Coordinator

Fulfill Clinics; New York (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

Fulfill Clinics in New York seeks a Client Care & Front Desk Coordinator to be the first contact for patients, guiding them from inquiry and check-in through treatment coordination, checkout, and follow-up in a fast-paced aesthetic practice.

You will support daily clinic operations, front desk duties, and patient education while maintaining HIPAA privacy and a concierge-level experience; some evenings and weekends may be required.

Qualifications

• Excellent communication and interpersonal skills.
• Experience in medical aesthetics or related healthcare fields strongly preferred.
• Front desk or customer-service experience preferred.
• Familiarity with social media and content creation is a plus.
• Active New York Esthetics License strongly preferred.

Responsibilities

• Welcome and check in/out patients with concierge-level service.
• Answer calls, texts, emails, and online inquiries.
• Schedule consultations, treatments, and follow-ups.
• Coordinate patient flow and maintain front desk area.
• Collect payments and forms; support retention programs.
• Document services in the patient-management system.
• Support social media content creation and marketing efforts.
• Maintain HIPAA privacy and clinic policies.

Skills

Patient communication

Organization

Multitasking

Independent work

Flexibility

Social media familiarity

Hospitality/service

Mandarin/Korean language

Education

Active New York Esthetics License

Job description

Client Care & Front Desk Coordinator

Job Description

The Client Care & Front Desk Coordinator serves as one of the first and most important points of contact for patients. This role supports the patient journey from initial inquiry and check-in through treatment coordination, checkout, follow-up, and ongoing relationship management.

The position also assists with daily clinic operations, treatment-room readiness, administrative tasks, marketing support, and patient retention.

For candidates with an active New York Esthetics License and appropriate training, the role may additionally include performing HydraFacial and other permitted esthetic treatments.

Front Desk & Patient Experience

• Welcome, check in, and check out patients while maintaining a warm, professional, concierge-level experience
• Answer incoming calls, texts, emails, and online inquiries
• Schedule consultations, treatments, and follow-up appointments
• Coordinate patient flow throughout the clinic
• Collect payments, deposits, and required forms
• Support membership, referral, promotional, and patient-retention programs
• Conduct post-treatment follow-up and patient satisfaction outreach
• Support patient education using provider-approved information and materials
• Maintain confidentiality and follow clinic privacy and HIPAA policies

Esthetic Services — Licensed Candidates

• Perform HydraFacial treatments after completion of required training and competency approval
• Provide other esthetic services permitted under New York law, clinic protocols, and individual training
• Review relevant patient information and follow established treatment protocols
• Document services accurately in the clinic's patient-management system
• Provide appropriate pre- and post-treatment instructions
• Maintain treatment-room sanitation, infection-control, and equipment-cleaning standards
• Escalate clinical concerns or contraindications to the appropriate medical provider

Clinic Operations

• Support opening and closing procedures
• Maintain front desk, waiting area, and treatment-room presentation standards
• Prepare rooms and supplies for scheduled treatments
• Assist with inventory counts, product organization, and supply requests
• Assist with vendor coordination and operational projects
• Maintain accurate administrative records and reports
• Support implementation and improvement of clinic SOPs
• Work collaboratively with physicians, nurses, estheticians, and other team members

Social Media & Marketing Support

• Assist with social media content creation and posting
• Support patient photo/video collection and consent management
• Organize approved before-and-after content
• Monitor Instagram, Xiaohongshu, TikTok, Google Business Profile, and other inbound inquiries
• Route leads and prospective patients appropriately
• Assist with community outreach, events, partnerships, and promotional campaigns
• Support review-generation and patient-engagement initiatives

Qualifications

• Friendly, professional, and comfortable working directly with patients
• Strong communication and relationship-building skills
• Excellent organizational and multitasking abilities
• Ability to work independently and proactively solve problems
• Flexible and comfortable working in a dynamic, fast-growing environment
• Experience in medical aesthetics, dermatology, plastic surgery, wellness, hospitality, healthcare, or luxury service strongly preferred
• Front desk, patient coordination, or customer-service experience preferred
• Familiarity with social media and basic content creation preferred
• Comfortable supporting both administrative and hands-on clinic needs
• Mandarin Chinese or Korean language ability is a plus

Preferred License & Experience

• Active New York State Esthetics License strongly preferred
• HydraFacial experience preferred
• Experience with facials, skincare consultations, or other esthetic treatments is a plus
• Candidates without HydraFacial experience may be considered if they have an active esthetics license and are willing to complete required training

Schedule

• In-person position
• Availability during clinic operating hours, including some evenings and weekends, required