Full-Time Lead Client Coordinator

The Group Obstetrics & Gynecology Specialists, P.C.; Davenport (IA); On-site; USD 25,000 - 36,000; Full time

Job summary

Revive at The Group Medical Spa is seeking a Lead Client Coordinator to join our team. You will oversee front desk operations, guide the team, and ensure an exceptional client experience while supporting administrative tasks for the Medical Spa Manager.

Responsibilities include greeting clients, scheduling, EMR accuracy, and coordinating workflows, with opportunities to train staff and optimize processes. A detail-oriented, organized professional with strong communication skills will thrive in

Qualifications

• High school diploma or GED required.
• Experience in customer service, front desk operations, spa/medical office settings preferred.
• Strong leadership, communication, and interpersonal skills.
• Excellent organization and time-management abilities.
• Ability to multitask, prioritize, and follow through on tasks.
• Comfortable learning EMR systems and scheduling software (Microsoft Word/Excel).
• Ability to guide team members and maintain a positive work environment.
• Dependable, proactive, and able to work independently on administrative tasks.
• Strong problem-solving skills and escalation awareness.
• Commitment to consistent procedures and high client service.

Responsibilities

• Greet clients with friendly, attentive service.
• Answer phones and assist with appointments, services, and products.
• Check clients in/out and maintain accurate invoices/records.
• Schedule/confirm appointments and respond to inquiries via phone, email, text, portals.
• Coordinate daily front desk operations for accuracy and consistency.
• Assist with front desk staff scheduling, shift coverage, and workflow.
• Support coordinators by reinforcing procedures and standards.
• Train/new front desk team members and identify training opportunities.
• Monitor front desk KPIs with Spa Manager.
• Review EMR for missing forms, consents, photos, and docs.
• Perform administrative chart reviews and coordinate follow-ups.
• Maintain EMR processes, templates, and workflows.
• Prepare reports, trackers, and operation documents.
• Support admin projects and process improvements.
• Learn Revive’s treatments to educate clients and support product sales.
• Maintain a welcoming reception and retail area.
• Assist with inventory, merchandising, events, and promotions.
• Resolve client questions and escalate to management when needed.
• Collaborate with providers and staff for seamless client experiences.

Skills

Leadership

Communication

Time management

Multitasking

Customer service

Organization

Education

High school diploma or GED

Tools

EMR systems

Scheduling software

Microsoft Word

Excel

Job description

Lead Client Coordinator | Revive at The Group Medical Spa

Revive at The Group Medical Spa is looking for a Lead Client Coordinator to join our team!

We are seeking a friendly, organized, detail-oriented, and motivated individual to help provide an exceptional client experience while supporting the daily operations of our front desk team.

The Lead Client Coordinator will serve as a working lead, performing regular client coordinator responsibilities while helping maintain consistent front desk procedures, coordinating daily workflows, and assisting the Medical Spa Manager with administrative tasks and projects.

What You'll Do

• Greet clients and guests with friendly, attentive, and professional service
• Answer phones and assist clients with questions about appointments, services, and products
• Check clients in and out while maintaining accurate invoices and records
• Schedule and confirm appointments and respond to client inquiries through phone, email, text, and client portals
• Help coordinate daily front desk operations to ensure tasks are completed accurately and consistently
• Assist with front desk staff scheduling, shift coverage, and daily workflow coordination
• Serve as a resource for Client Coordinators by answering questions and reinforcing established procedures and service standards
• Help train and orient new front desk team members and identify opportunities for additional training
• Monitor front desk performance, workflows, and key performance indicators (KPIs) in coordination with the Medical Spa Manager
• Review electronic medical records (EMR) for missing forms, consents, photos, and other required administrative documentation
• Complete assigned administrative chart reviews and coordinate follow-up on outstanding items
• Assist with maintaining consistent EMR processes, templates, and administrative workflows
• Prepare and maintain reports, trackers, checklists, and other operational documents
• Assist the Medical Spa Manager with administrative projects, assigned tasks, and process improvements
• Develop knowledge of Revive's treatments, services, and products to help educate clients and support product sales
• Maintain a clean, organized, and welcoming reception and retail area
• Assist with inventory, stocking, merchandising, product displays, events, and promotions
• Help resolve client questions or concerns and communicate matters requiring management attention
• Collaborate with providers, management, and other team members to ensure a seamless client experience
• Maintain client confidentiality and uphold Revive's policies and professional standards

What We're Looking For

• High school diploma or GED
• Previous experience in customer service, front desk operations, administrative coordination, spa, beauty, or medical office settings
• Strong leadership, communication, and interpersonal skills
• Excellent organization, attention to detail, and time-management abilities
• Ability to multitask, prioritize responsibilities, and follow through on assigned tasks
• Comfortable learning and using EMR systems, scheduling software, Microsoft Word, Excel, and other technology
• Ability to support and guide team members while maintaining a positive, collaborative work environment
• Dependable, proactive, and able to work independently on administrative assignments
• Strong problem-solving skills and ability to recognize when issues should be escalated to management
• Commitment to maintaining consistent procedures, accurate documentation, and excellent client service
• Strong interest in aesthetics, skincare, wellness, or the medical spa industry is a plus

If you enjoy working with people, supporting a team, staying organized, and helping create an exceptional client experience, we'd love to hear from you!