Medspa Coordinator - Body and Beauty Lab

Annie Aesthetic; Philadelphia (Philadelphia County); On-site; USD 21,000 - 30,000; Part time

Job summary

Body + Beauty Lab is seeking a part-time front desk associate for our Philadelphia clinic. You will greet clients, manage scheduling for facial treatments, injectables consultations, and maintain smooth daily operations.

You will assist with client education, sales of memberships and skincare products, and coordinate with clinical staff to ensure timely service delivery. Prior front desk experience in a medical or luxury setting is preferred.

Qualifications

• 1–2 years in a medical spa, luxury spa, or upscale hospitality/retail environment.
• Familiarity with aesthetic injectable services and terminology (strongly preferred).
• Proficiency with appointment scheduling and practice management software.

Responsibilities

• Serve as the first and lasting point of contact for clients with a warm, professional experience.
• Manage appointment scheduling, confirmations, and follow-ups for facial treatments and consultations.
• Handle multi-line phone communications and convert inquiries into booked consultations.
• Process POS transactions, client records, and gift certificates accurately.
• Maintain reception and boutique presentation to the highest standards.

Skills

Customer service

Communication

Phone handling

Sales & upselling

Tools

Appointment scheduling software

Microsoft Office

Job description

About Us

At Body + Beauty Lab, we pride ourselves on creating a warm and welcoming environment for both our clients and our team. We believe that a positive and supportive culture is essential to providing exceptional care and service to our clients. Our team is made up of individuals who share a passion for personalized care and are committed to delivering natural and conservative results while prioritizing education, ethics, and professionalism. We value collaboration, open communication, and mutual respect, and strive to create a workplace where everyone feels valued and supported.

Location

This is a part-time front desk position supporting our Philadelphia clinic (834 Chestnut St, Philadelphia, PA).

Key Responsibilities

• Serve as the first and lasting point of contact for all clients, delivering a consistently warm, polished, and professional experience
• Manage all aspects of appointment scheduling, confirmation, and follow-up for facial treatments, skin care services, and injectable consultations
• Handle multi-line phone communications with professionalism and efficiency, converting inquiries into booked consultations
• Accurately process point-of-sale transactions, client records, and gift certificate sales
• Maintain the reception area and retail boutique to the highest standards of presentation at all times

Client Education & Sales

• Develop and maintain thorough knowledge of all services offered, including facial treatments, advanced skin care protocols, and aesthetic injectables
• Confidently present service offerings, membership programs, and retail skincare products tailored to each client's needs and goals
• Meet and support individual and team sales performance benchmarks

Operations & Team Support

• Coordinate clinical staff scheduling and workflow to ensure seamless, on-time service delivery
• Assist with inventory management, product stocking, and boutique organization
• Participate in staff meetings, training sessions, and ongoing education initiatives
• Support the planning and execution of in-office events, promotions, and community marketing efforts
• Assist in onboarding and mentoring new front desk team members

Qualifications

• Minimum 1–2 years of experience in a medical spa, luxury spa, or upscale hospitality or retail environment (strongly preferred)
• Familiarity with aesthetic injectable services and terminology — fillers, neuromodulators, and biostimulators (strongly preferred)
• Proficiency with appointment scheduling and practice management software (strongly preferred)
• Proficient in Microsoft Office Suite or equivalent