MedSpa Coordinator - Wayzata MN (Omni Cosmetic)

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 join the Omni Cosmetic team in Wayzata, Minnesota. QualDerm Partners is committed to supporting patients' lifelong skin and aesthetics wellness through exceptional care in dermatology, skin cancer treatment, cosmetics, and plastic surgery.

The MedSpa Coordinator supports the day-to-day operations and client experience of the MedSpa, including appointment scheduling, provider calendar management, membership and billing administration, lead management, inventory and vendor coordination, and general administrative support. The role also assists providers with rooming patients and serves as a primary point of contact for new and prospective MedSpa clients. The role includes coverage at our Wayzata and St. Cloud locations as needed.

The ideal candidate is polished, detail-oriented, highly organized, and comfortable balancing client service, sales, and operational responsibilities in a fast-paced aesthetic environment.

Client Experience & Patient Support

• Create a welcoming, polished, and professional experience for all MedSpa clients.
• Serve as a primary point of contact for new MedSpa patients and assist with questions, pricing, and general service information.
• Check out patients and ensure an efficient end-to-end client experience.
• Assist providers with rooming patients.
• Communicate wait times and support overall client comfort.
• Provide front desk coverage at the Wayzata and St. Cloud locations as needed.

Scheduling & Provider Support

• 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.

Membership, Billing & Loyalty Programs

• Administer Wayzata RepeatMD memberships, including weekly reporting and membership charges.
• Manage manufacturer loyalty and rewards programs, including Allergan Allē and Galderma ASPIRE, ensuring accurate enrollment, point redemption, promotions, and checkout processing.
• Create MedSpa superbills.
• Process payments and POS transactions and assist with financial reconciliation.

Inventory & Vendor Management

• Coordinate inventory across medical, retail skincare, and office supplies, including vendors such as Medline, IS Clinical, SkinMedica, Amazon, and Staples.
• Maintain retail inventory in EMA 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 lunch-and-learns, product launches, and related meetings.

Lead Management & Client Acquisition

• Manage inbound MedSpa leads from phone, email, website forms, and social media.
• Respond promptly to inquiries and maintain accurate lead information in Aesthetix (CRM).
• Convert prospective clients into booked consultations and treatments and confirm appointments to minimize no-shows.
• Conduct follow-up outreach with unconverted leads, unbooked consultations, and lapsed clients.
• Support promotions, events, campaigns, and targeted client outreach.
• Provide weekly reporting to the Practice Manager on lead volume, sources, conversion rates, and follow-up status.

Client Education & Sales Support

• Educate clients on procedures, memberships, loyalty programs, retail products, promotions, and pricing.
• Support retail skincare sales by helping clients identify appropriate products.

Administrative & Facility Support

• Manage phone calls, emails, and online inquiries professionally and efficiently.
• Maintain confidentiality and comply with HIPAA requirements.
• Support MedSpa events, open houses, promotional campaigns, and event setup across locations.
• Maintain a clean, organized, and well-stocked MedSpa environment

Requirements

• 1-2 years of experience in hospitality, medical office, luxury retail, or spa environment preferred
• Strong customer-service mindset with polished communication skills
• Proficiency with scheduling, EMR, or CRM systems (e.g., 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

Benefits

• Competitive Pay - Attractive compensation to reward your hard work
• Comprehensive Health Coverage - Includes Medical, Dental, and Vision plans to keep you covered
• Generous 401(k) Plan - Company matches 100% of the first 3%, plus 50% of the next 2%, with immediate vesting
• Paid Time Off (PTO) - Accrue PTO from day one, plus enjoy 6 paid holidays and 2 floating holidays each year
• Company-Paid Life Insurance - Peace of mind with basic life coverage, with the option for additional plans
• Disability Protection - Short-term and long-term disability coverage to protect you in unexpected circumstances
• Additional Wellness Plans - Accident, critical illness, and identity theft protection plans for extra security
• Employee Assistance Program (EAP) - Access confidential support for personal or work-related challenges
• Exclusive Employee Discounts - Save on products and services with special discounts just for you
• Referral Bonus Program - Earn bonuses by referring qualified candidates to join the team

QualDerm Partners is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Applicants must be currently authorized to work in the United States in a full-time basis.