Guest Experience Coordinator

The Plastics Clinic, LLC; Draper (UT); On-site; USD 25,000 - 36,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401k & matching

PTO and holidays

Spa perks and discounts

Job summary

TPC is seeking a Guest Care Coordinator for the Draper office to greet patients, manage the front desk, and support a luxury experience from arrival to departure.

In this role you will handle calls, scheduling, check-in/out, and payments while promoting memberships. A collaborative team environment and polished communication are essential.

Qualifications

• 2+ years as receptionist or customer-facing role.
• Experience in medical, aesthetic, or luxury service preferred.

Responsibilities

• Open/close the office and prepare the front desk for the day.
• Answer phones, schedule, and confirm appointments.
• Check-in/check-out patients and handle payments.
• Promote memberships and loyalty programs.
• Maintain lobby cleanliness and professional appearance.
• Coordinate with Nurse and fellow Guest Care Coordinator for smooth coverage.

Skills

Reception skills

Customer service

Time management

Written & verbal comms

Team player

Spanish language

Tools

Symplast

Weave

Microsoft Word

Microsoft Excel

Outlook

Job description

Position OverviewThe Guest Care Coordinator is the first face a patient sees and the last voice they hear before they leave. This role sits at the front desk of our main office in Draper and is responsible for creating a welcoming, efficient, and luxury-standard experience for every guest from the moment they arrive through the moment they depart. Working alongside a fellow Guest Care Coordinator, this person owns the full front desk operation — phones, scheduling, check-in, check-out, and the active promotion of TPC memberships and loyalty programs.ResponsibilitiesOpening & ClosingOpen the office before patients arrive, ensuring a seamless start to the day, including turning on lights, activating the TV with a slideshow and music, and completing the front desk opening checklist.Close the office at the end of day, ensuring all patients are checked out, the space is prepared for the next day, and all patient calls and messages have been addressed before departing.Phones & SchedulingAnswer all incoming calls promptly and direct them to the appropriate team member. Take messages when necessary and ensure they reach the right staff without delay.Book, reschedule, and confirm patient appointments, ensuring each appointment is aligned with the correct provider, appointment type, and timing.Return voicemail messages in a timely manner and proactively educate patients on what to expect before their appointments.Listen attentively to understand patient needs and build professional, trusting relationships — especially during challenging or sensitive interactions.Patient Check-In & Check-OutEfficiently check patients in and out, ensuring all required documentation is completed before provider appointments.Handle payments accurately and professionally at checkout, and reschedule patients as needed to align with the correct provider and appointment time.· Exercise discretion to safeguard patient privacy and dignity at all times, particularly in the lobby and reception area where multiple patients may be present.Administrative DutiesMaintain responsiveness across all communication channels including Symplast and Weave, with a target response time of three minutes or less.Scan, assign, and verify all paper documents in patient charts. Create patient charts for all providers one day in advance.Respond to email inquiries in the office inbox and personal inbox promptly and professionally.Maintain the cleanliness and organization of the lobby and front reception area at all times.Memberships & Loyalty ProgramsActively promote TPC memberships to patients, educating guests on the benefits and enrollment process with confidence and enthusiasm.Introduce patients to the Alle and Aspire loyalty rewards programs, assist with enrollment, and ensure patients understand how to maximize their benefits.Stay current on membership tiers, promotions, and program updates to provide accurate and compelling information to every guest.CommunicationCommunicate effectively and directly with the Lead Clinic Nurse regarding patient concerns, scheduling issues, or any matters requiring escalation.Collaborate closely with the fellow Guest Care Coordinator to ensure seamless front desk coverage, consistent patient communication, and a unified guest experience throughout the day.Ensure all communication with patients and team members is delivered with kindness, honesty, and authenticity.Uphold TPC brand and guest experience standards as defined by the Chief Branding Officer in every patient-facing interaction.RequirementsMinimum of 2 years of experience as a receptionist or in a customer-facing service role.Experience in a medical, aesthetic, or luxury service environment strongly preferred.Spanish-speaking a plus.Consistently professional appearance and demeanor.Proficiency in Microsoft applications including Word, Excel, and Outlook.Comfortable using EMR and practice management systems; experience with Symplast and Weave preferred.Exceptional time management and multitasking skills in a fast-paced environment.Strong written and verbal communication skills with a warm, patient-centered approach.Collaborative team player with a genuine desire to support colleagues and contribute to a positive workplace culture.Non-judgmental outlook with experience serving a diverse patient population.Willingness to adhere to all TPC policies, procedures, and regulatory requirements.What We OfferComprehensive medical, dental, and vision insuranceEligibility to participate in the 401k & 401k Roth plan with a company matchAmazing spa perks like discounts to services, retail, and a Beauty Savings AccountCompetitive PTO, Paid Holiday, and other benefitsAccess to world-class professionals and teams where you can build your career and growE04JI802s7ag409f0v9