Job Summary Tru Beauty by Trevor is seeking a professional, organized, and patient-focused Front Desk Coordinator to support the daily operations of our medical spa. The Front Desk Coordinator plays an important role in creating an exceptional patient experience from the first interaction through checkout and follow-up. This position supports appointment scheduling, patient communication, financial transactions, skincare sales, retention efforts, documentation, and overall front desk efficiency. The ideal candidate is warm, polished, dependable, detail-oriented, and comfortable multitasking in a fast-paced, high-end medical aesthetics and wellness environment. Education and Experience Preferred qualifications include: Previous customer service, hospitality, medical office, or front desk experience Experience processing payments and handling financial transactions Familiarity with electronic medical record systems or practice management software Experience in aesthetics, wellness, skincare, or a medical practice is preferred High school diploma or equivalent required Essential Skills and Abilities Strong verbal and written communication skills Warm, professional, and patient-centered approach Trustworthy and dependable when handling confidential patient information Highly organized and detail-oriented Ability to multitask while maintaining accuracy and professionalism Comfortable working in a fast-paced environment Technologically proficient and able to learn new systems quickly Strong problem-solving and follow-through skills Ability to work collaboratively with providers and other team members Comfortable educating patients about treatments, skincare products, promotions, and payment options Key Responsibilities Patient Experience and Customer Service Welcome patients and guests upon arrival and create a warm, professional first impression Deliver exceptional customer service through in-person, phone, text, and email communication Answer patient questions regarding treatments, skincare products, promotions, financing options, rewards programs, and practice policies Educate patients on skincare products, aesthetic treatments, and provider-recommended post-care instructions Serve as a liaison between patients and the clinical team to support clear, seamless communication Maintain a clean, organized, and presentable front desk and reception area Assist with capturing before-and-after photos and videos for provider documentation and approved marketing use Support patient retention through follow-up communication, rebooking, and outreach regarding special offers Help ensure every patient feels welcomed, informed, and well cared for throughout their visit Scheduling and Practice Operations Schedule and confirm appointments while optimizing provider availability and minimizing schedule gaps Manage incoming and outgoing communication, including phone calls, voicemails, texts, and emails Use the PatientNow EMR system for scheduling, patient communication, documentation, and checkout Prepare patient charts, consent forms, and required documentation before scheduled appointments Confirm that all required patient forms and documentation are completed upon arrival Communicate schedule updates, patient concerns, and relevant information to providers Implement and maintain front desk systems that improve workflow and efficiency Assist in monitoring skincare and office supply inventory and communicate ordering needs Support compliance with applicable OSHA, infection-control, privacy, and practice standards Maintain patient confidentiality and follow HIPAA requirements Foster a positive work environment and contribute to strong team collaboration Financial Responsibilities Accurately process patient payments and financial transactions Prepare invoices and ensure services and products are posted correctly Apply approved discounts, promotions, memberships, and rewards accurately Assist patients with available rewards programs, point redemption, and financing options Complete end-of-day financial closeouts and reconcile transactions Count and balance cash when applicable Review and correct posting discrepancies or adjustments related to patient services Maintain accuracy and confidentiality when handling patient and practice financial information Skincare Sales and Patient Retention Educate patients on skincare products based on provider recommendations and treatment plans Assist patients with selecting appropriate at-home skincare products Support practice goals related to skincare sales, appointment rebooking, and patient retention Follow up with patients regarding recommended treatments, products, and future appointments Communicate current promotions and special offers clearly and accurately Additional Expectations The Front Desk Coordinator may be asked to participate in additional responsibilities, projects, training, or initiatives that support the efficient operation and continued growth of the practice.

Pay:

From $20.00 per hour

Benefits:

401(k) Dental insurance Employee discount Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person