Front Desk Coordinator

Diamond Accelerator; Pasadena (CA); On-site; USD 30,000 - 45,000; Full time

Job summary

A leading medical spa is seeking a Front Desk Coordinator responsible for creating an exceptional patient experience. This pivotal role involves managing client interactions, appointment scheduling, and administrative tasks in a luxury setting. Candidates should have relevant experience, strong communication skills, and a customer-centered approach. Employee discounts and growth opportunities are available.

Benefits

Employee discounts on services and products

Opportunities for growth and advancement

Supportive and collaborative team environment

Qualifications

• 1–2 years of front desk or administrative experience, preferably in a medical or spa setting.
• Strong interpersonal skills with a customer-first attitude.
• Professional appearance and ability to multitask.

Responsibilities

• Greet and check-in all patients in a professional manner.
• Manage appointment scheduling and respond to inquiries.
• Process payments and educate patients on services.

Skills

Communication

Multitasking

Problem Solving

Customer Service

Sales Support

Tools

EMR Software

Spa Software

Job description

At SkinFX, we are a high-volume, fast-paced medical spa dedicated to providing exceptional aesthetic services and personalized care. Our team of passionate professionals delivers top-tier treatments in a luxury setting, and we're looking for a warm, organized, and energetic Front Desk Coordinator to be the face of our clinic.

Position Overview:

As the Front Desk Coordinator, you will be the first point of contact for clients and play a vital role in the patient experience. This position requires strong communication, multitasking, and problem-solving skills, with an emphasis on professionalism, customer service, and sales support. You will work closely with providers and the management team to ensure smooth daily operations.

Key Responsibilities:

• Warmly greet and check-in all patients in a professional, timely manner

• Answer multi-line phones, respond to inquiries, and manage appointment scheduling

• Maintain an organized and clean reception area

• Confirm appointments and handle follow-up communication with patients

• Process payments, apply promotions or memberships, and reconcile daily transactions

• Educate patients on services, skincare products, memberships, and specials

• Support providers with patient intake forms, consents, and appointment prep

• Track inventory of front desk supplies and retail products

• Coordinate patient rebooking and maintain high retention

• Address patient concerns or questions with empathy and efficiency

• Maintain HIPAA compliance and patient confidentiality

Qualifications:

• 1–2 years of front desk or administrative experience (medical or spa setting preferred)

• Experience with EMR or spa software (e.g., Boulevard, Symplast, Aesthetic Record, Zenoti) is a plus

• Strong interpersonal skills with a customer-first attitude

• Professional appearance and demeanor

• Ability to multitask in a fast-paced environment

• Sales experience or comfort discussing services and skincare a plus

• Reliable, punctual, and detail-oriented

Perks & Benefits:

• Employee discounts on services and products

• Opportunities for growth and advancement

• Supportive and collaborative team environment