MedSpa Coordinator & Client Experience Lead

QualDerm Partners; Wayzata (MN); On-site; USD 25,000 - 39,000; Full time

Benefits offered by this job

Competitive pay

Comprehensive health coverage

401(k) plan

PTO

Life insurance

Disability protection

Wellness plans

EAP

Employee discounts

Referral bonus

Job summary

QualDerm Partners is seeking an experienced MedSpa Coordinator to support the Omni Cosmetic team in Wayzata, Minnesota. You will manage patient flow, appointments, memberships, billing, and front desk operations across Wayzata and St. Cloud locations, ensuring a polished client experience.

We value organization, attention to detail, and the ability to balance sales with operational duties in a fast-paced aesthetics setting. HIPAA compliance and professional presentation are essential.

Qualifications

• 1–2 years in hospitality, medical office, luxury retail, or spa environment preferred
• Polished, customer-service mindset with strong communication skills
• Proficiency with scheduling, EMR, or CRM systems (Aesthetix, EMA, Aesthetic Record, Nextech, Mindbody)
• Comfort managing inventory, vendor relationships, and basic financial reconciliation
• Experience with lead follow-up, consultation booking, or CRM-based client outreach preferred
• Ability to multitask and remain composed in a fast-paced environment
• Professional demeanor with excellent grooming and presentation
• Knowledge of aesthetic treatments and medical skincare is a plus

Responsibilities

• Create a welcoming, polished, and professional experience for all MedSpa clients
• Manage appointment scheduling for injectors, estheticians, and other providers
• Coordinate same-day changes, cancellations, and rescheduling
• Maintain provider calendars, including adding blocks, moving patients, and scheduling meetings
• Administer Wayzata RepeatMD memberships, including weekly reporting and membership charges
• Manage manufacturer loyalty and rewards programs, including Allergan Allē and Galderma ASPIRE
• Create MedSpa superbills and process payments and POS transactions
• Coordinate inventory across medical, retail skincare, and office supplies
• Maintain EMA inventory and conduct monthly product audits
• Receive and document orders placed through COUPA
• Monitor stock levels, restock products, and assist with supply ordering
• Serve as a point of contact for vendor representatives and coordinate meetings
• Manage inbound MedSpa leads from phone, email, website forms, and social media
• Respond promptly to inquiries and maintain lead information in CRM
• Convert prospective clients into booked consultations and treatments
• Conduct follow-up outreach with unconverted leads and lapsed clients
• Support promotions, events, campaigns, and targeted client outreach
• Provide weekly reporting on lead volume, sources, conversion rates
• Educate clients on procedures, memberships, loyalty programs, promotions, and pricing
• Support retail skincare sales by helping clients identify products
• Manage phone calls, emails, and online inquiries professionally
• Maintain confidentiality and HIPAA compliance
• Support MedSpa events and promotions across locations
• Maintain a clean, organized, and well-stocked MedSpa environment

Skills

Customer service

Scheduling

Communication

multitask

Tools

Aesthetix

EMA

Aesthetic Record

Nextech

Mindbody

Job description

QualDerm Partners is seeking an experienced MedSpa Coordinator to support the Omni Cosmetic team in Wayzata, Minnesota. You will manage patient flow, appointments, memberships, billing, and front desk operations across Wayzata and St. Cloud locations, ensuring a polished client experience.

We value organization, attention to detail, and the ability to balance sales with operational duties in a fast-paced aesthetics setting. HIPAA compliance and professional presentation are essential.