Front of House/Patient Coordinator

Coolspa by Aethos; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

Coolspa by Aethos on Manhattan’s Upper East Side is seeking a Front of House & Patient Experience Coordinator who sets the tone for every visit. You’ll welcome patients, manage the front desk, and convert inquiries into booked appointments with warm professionalism.

You’ll answer questions about services and pricing, present products and promotions, and guide patients through payment and financing options. You’ll record inquiries and handoffs to the consultation team and ensure a smooth,

Qualifications

• At least two years in a medical, aesthetic, or similar patient-facing setting.
• Experience in luxury or high-touch sales with comfort discussing pricing.
• Warm, friendly demeanor with professional, composed presence.
• Strong written and verbal communication, organization, and time management.
• Ability to anticipate needs and follow through independently.

Responsibilities

• Deliver a warm, polished welcome and manage check-in/check-out.
• Turn inquiries into appointments via phone, email, and online.
• Sell products, packages, and promotions, and handle payments.
• Record inquiries and handoffs in the CRM and coordinate with the consultation team.
• Own the front desk operations, scheduling, and patient records with discretion.

Skills

Front desk operations

Customer service

Luxury high-touch sales

Communication skills

Initiative

Job description

Plastic Surgery & Luxury Medspa · Upper East Side, Manhattan · On-site

About the Practice

We are a surgeon-led plastic surgery practice and luxury medspa on Manhattan’s Upper East Side, offering cosmetic surgery, non-surgical and minimally invasive treatments, and body-focused services. We pair rigorous clinical standards with the warmth, discretion, and attention to detail of luxury hospitality.

About the Role

As our Front of House & Patient Experience Coordinator, you’ll set the tone for every visit. You’ll welcome patients, keep the front desk running smoothly, and help turn inquiries into booked appointments. We’re looking for someone who is warm and friendly, professional under pressure, and confident selling at the front desk.

You’ll answer questions about services and pricing, introduce relevant products, packages, and promotions, and help patients navigate payment and financing options. You’ll schedule consultations and coordinate handoffs to the dedicated consultation team. Initiative matters here. You’ll notice when a patient needs an update, an inquiry needs a follow-up, or a scheduling issue needs attention, and take ownership of the next step.

What You’ll Do

• Deliver a warm, polished welcome. Greet patients, manage check-in and checkout, and keep patients informed of delays or schedule changes. Handle sensitive conversations with care and discretion.
• Turn inquiries into appointments. Respond promptly by phone, email, and online. Share approved information about services and pricing, offer available appointment times, and follow up with patients who haven’t booked.
• Sell confidently at the front desk. Introduce relevant retail products, packages, and current promotions with warmth and tact. Process payments accurately and help patients navigate financing through Cherry.
• Keep patient handoffs organized. Record inquiries, follow-up activity, and next steps in Nextech or the designated CRM. Connect patients with the dedicated consultation team and direct clinical questions to the appropriate licensed provider.
• Take ownership of the front desk. Manage scheduling and confirmations, maintain accurate patient records, and keep reception welcoming and wellpresented. Anticipate conflicts, address what you can, and follow through on outstanding items.

What You Bring

Required

• At least two years of experience in a medical, aesthetic, or comparable patient-facing setting.
• Experience in luxury or high-touch sales with confidence discussing prices and presenting offers.
• A warm, friendly demeanor and a professional, composed presence.
• Clear verbal and written communication, strong organization, and sound time management.
• The initiative to anticipate needs, solve everyday problems, and follow through independently.

Preferred

• Experience in plastic surgery, aesthetics, dermatology, or a medspa.
• Familiarity with Nextech or a similar practice management or CRM system.
• Experience with inbound inquiries, lead follow-up, and appointment booking.
• Familiarity with Cherry or another patient financing platform.

Schedule

Monday through Friday, with shifts from 9 a.m. to 5 p.m. or 10 a.m. to 6 p.m., depending on practice needs. Availability every other Saturday is required.