MedSpa Coordinator Lead

Azul Cosmetic Surgery and Medical Spa; Fort Myers (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Azul Cosmetic Surgery and Medical Spa in Fort Myers is seeking a MedSpa Coordinator Lead to manage front desk operations, scheduling, and a high-quality patient experience. You will support onboarding, training, and workflow coordination, while balancing patient-facing duties with team support in a fast-paced medical aesthetics environment.

You will work closely with the Regional Manager to ensure coverage, implement established processes, and elevate service standards across the practice.

Qualifications

• Minimum two years of experience in a medical aesthetics, plastic surgery, medical office, healthcare, or related patient-facing environment.
• Experience coordinating front desk coverage or team schedules is preferred.
• Knowledge of medical/aesthetic terminology and HIPAA requirements is advantageous.

Responsibilities

• Coordinate and maintain the front desk schedule to support appropriate coverage and minimize overtime.
• Provide concierge-level patient experience in person and by phone.
• Assist with onboarding, training, and day-to-day guidance for MedSpa Coordinators.
• Support patient check-in/out, scheduling, payments, and follow-up activities.
• Escalate operational concerns to leadership when appropriate.

Skills

Customer service

Scheduling

Team leadership

Communication

Organization

Attention to detail

Tools

Nextech

Excel

Job description

Position: MedSpa Coordinator Lead

Location: Fort Myers

Reports To: Regional Manager

Azul has been a nationally awarded, top-producing aesthetics company in the Florida market for over 20 years, growing from a single location to 6 locations operating in Naples, Park Shore, Sarasota, Bonita Springs, Fort Myers, and Cape Coral. Azul offers a suite of products and services, including aesthetics, injectables, body contouring, plastic surgery, beauty products, and more.

The Azul brand is part of a larger network within Aesthetic Partners, which owns practices across the US. As a company, Aesthetic Partners has a strong culture of sharing best practices, providing ongoing training, and leveraging the portfolio's resources to help each brand grow. We strive to hire talented and professional individuals across our brands and invest in their continued professional development.

Position Summary

The MedSpa Coordinator Lead supports the day-to-day operations of the MedSpa front desk while helping ensure a consistent, organized, and high-quality experience for patients, providers, and team members. In addition to performing the core responsibilities of a MedSpa Coordinator, this role serves as a frontline resource for the coordinator team by supporting scheduling, workflow coordination, communication, onboarding, and operational problem solving.

The MedSpa Coordinator Lead works closely with the Regional Manager and other operational leaders to maintain appropriate front desk coverage, anticipate scheduling and workflow needs, communicate practice updates, and support consistent execution of established processes. This position provides day-to-day guidance and peer support to MedSpa Coordinators but is not responsible for independently managing employee performance or other formal people-management responsibilities.

This position requires exceptional customer service, organization, communication, initiative, attention to detail, and the ability to effectively balance patient-facing responsibilities with team and operational support in a fast-paced medical aesthetics environment.

Key Responsibilities

Front Desk Operations & Scheduling

• Coordinate and maintain the front desk schedule to support appropriate coverage, minimize unnecessary overtime, and ensure operational needs are met.
• Partner with the Regional Manager or designated operational leader regarding team member time-off requests, call-outs, coverage needs, and scheduling concerns.
• Provide front desk coverage as needed to support patient volume and operational continuity.
• Routinely review upcoming patient and provider schedules to identify potential conflicts, gaps, or operational concerns and proactively work with the appropriate team members to resolve them.
• Support the daily flow of the practice by helping coordinate appointments, breaks, schedule adjustments, and other front desk operational needs.
• Maintain awareness of provider schedules and assist with minor scheduling needs, including approved schedule blocks and adjustments within established parameters.
• Help ensure front desk processes and workflows are consistently followed.

Patient Experience & Coordinator Support

• Provide a concierge-level patient experience in person, by phone, and through other approved communication channels.
• Support accurate and efficient patient check-in, check-out, appointment scheduling, payment collection, and follow-up activities.
• Assist patients with general questions regarding services, products, promotions, appointments, and practice processes, escalating clinical questions to the appropriate licensed team member.
• Help identify and resolve patient-service concerns within the scope of the role and elevate concerns to leadership when appropriate.
• Promote professionalism, consistency, responsiveness, and a patient-centered approach across the front desk team.

Team Leadership, Training & Communication

• Serve as a day-to-day resource and Lead for MedSpa Coordinators, providing guidance, support, and workflow direction as appropriate.
• Assist with the onboarding and training of new MedSpa Coordinators, including initial orientation to front desk processes, systems, workflows, and service expectations.
• Reinforce established procedures, expectations, and best practices and identify opportunities where additional clarification or training may be needed.
• Partner with the Regional Manager or designated operational leader in preparing agendas and topics for front desk team meetings.
• Support communication of promotions, events, operational changes, process updates, and other relevant information to front desk team members and providers.
• Maintain current knowledge of promotions and incentives and assist in communicating expectations and tracking applicable front desk progress.
• Escalate recurring workflow, training, attendance, performance, or team member challenges to the appropriate manager.

Cross-Functional Support

• Serve as a frontline resource for MedSpa Team needs and coordinate with leadership when requests fall outside established parameters.
• Support applicable administrative processes related to provider or team member operations, including the distribution of tips or other established processes as assigned.
• Escalate clinical, patient-safety, team member challenges, or significant operational concerns to the appropriate leader or licensed team member.

Practice Readiness & Operational Support

• Conduct routine walkthroughs of patient-facing and front desk areas to help ensure the practice remains organized, professional, clean, and consistent with brand standards.
• Identify and communicate facility, technology, equipment, maintenance, or other operational concerns to the appropriate leader.
• Assist with minor day-to-day operational issues and coordinate escalation when additional support is required.
• Maintain familiarity with practice systems, workflows, policies, and operational procedures.
• Protect patient privacy and maintain confidentiality in accordance with HIPAA and organizational requirements.
• Identify opportunities to improve front desk workflows, communication, efficiency, and the patient experience and share recommendations with Regional Manager.
• Perform other duties as assigned by the Regional Manager or designated operational leader.

Qualifications

• Minimum of two years of experience in a medical aesthetics, plastic surgery, medical office, healthcare, or related patient-facing environment.
• Minimum of one year of experience as a MedSpa Coordinator, medical receptionist, patient coordinator, front desk Lead, or similar experience.
• Previous experience providing peer leadership, training, onboarding, workflow coordination, or service as a Lead team member.
• Previous experience coordinating team schedules or supporting front desk coverage.
• Knowledge of medical and/or aesthetic terminology.
• Familiarity with HIPAA requirements and healthcare privacy standards – ability to maintain patient confidentiality and handle sensitive information appropriately.
• Experience with electronic health record or practice-management systems; Nextech experience preferred.
• Strong customer-service skills with the ability to provide a professional, patient-centered experience.
• Excellent verbal and written communication skills.
• Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving skills and the ability to appropriately resolve or elevate operational concerns.
• Demonstrated reliability, initiative, professionalism, and follow-through.
• Ability to work both independently and collaboratively as part of a team.
• High level of attention to detail and accuracy.
• Proficiency with email and Microsoft Office applications, including Excel.

Core Competencies

• Patient Experience & Service Excellence
• Peer Leadership & Accountability
• Communication & Relationship Building
• Organization & Time Management
• Problem Solving & Initiative
• Scheduling & Workflow Coordination
• Team Collaboration
• Training & Knowledge Sharing
• Adaptability
• Attention to Detail
• Professionalism & Dependability
• Operational Awareness

Success Measures

Success in this position will be measured by:

• Consistent delivery of a professional, welcoming, and high-quality patient experience.
• Effective front desk scheduling and appropriate coverage to support practice operations.
• Accurate and efficient patient scheduling, check-in, check-out, payment, and front desk processes.
• Proactive identification and resolution or escalation of scheduling and operational concerns.
• Timely and effective communication of promotions, operational updates, schedule changes, and practice information.
• Consistent execution of established front desk workflows, policies, and service standards.
• Successful onboarding, training, and day-to-day support of MedSpa Coordinators.
• Effective collaboration and communication among coordinators, providers, leadership, and other practice team members.
• Professionalism, dependability, initiative, and follow-through.
• Maintenance of an organized, professional, and patient-ready front desk and practice environment.
• Demonstrated contributions to improving front desk efficiency, workflow consistency, and the overall patient experience.