Guest Experience Coordinator

The Plastics Clinic & Spa; Draper (UT); On-site; USD 22,000 - 33,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401k with company match

Spa discounts and perks

Paid time off and holidays

Job summary

The Plastics Clinic & Spa in Draper, UT seeks a Guest Care Coordinator to manage front desk operations, answer phones, schedule appointments, and check guests in and out with a luxury-standard experience from arrival to departure.

You will promote TPC memberships and Alle/Aspire loyalty rewards, coordinate with the clinic team, handle payments and check out, and maintain a polished lobby while protecting patient privacy and confidentiality at all times.

Qualifications

• Minimum 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.
• Proficiency in Microsoft Office applications.
• Comfortable using EMR and practice management systems; experience with Symplast and Weave preferred.

Responsibilities

• Open the office before patients arrive and close the office at day end with proper procedures.
• Answer calls, schedule and confirm appointments, and educate patients on expectations.
• Check-in and check-out patients, process payments, and reschedule as needed.
• Maintain responsive communication across multiple channels and keep lobby organized.
• Promote memberships and loyalty programs to patients and assist enrollment.

Skills

Customer service

Front desk operations

Communication

Time management

Multitasking

Bilingual (English/Spanish)

Tools

Symplast

Weave

EMR

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

Position Overview

The 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.

Responsibilities

Opening & Closing

• Open 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 & Scheduling

• Answer 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-Out

• Efficiently 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 Duties

• Maintain 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 Programs

• Actively 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.

Communication

• Communicate 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.

Requirements

• Minimum 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 Offer

• Comprehensive medical, dental, and vision insurance
• Eligibility to participate in the 401k & 401k Roth plan with a company match
• Amazing spa perks like discounts to services, retail, and a Beauty Savings Account
• Competitive PTO, Paid Holiday, and other benefits
• Access to world-class professionals and teams where you can build your career and grow