Client Experience Coordinator

Position Overview We are a growing medical spa seeking a highly motivated and personable Client Experience Coordinator to join our team. This role is ideal for someone who thrives in a customer-focused, aesthetics environment and enjoys balancing front office operations with patient engagement and practice growth initiatives. As the first point of contact for patients, you will play a key role in delivering an exceptional client experience while ensuring smooth day-to-day operations. The Client Experience Coordinator will perform key reception duties including scheduling, patient communication, payment processing, and retail support, while also managing incoming leads, follow-up communication, and maintaining basic tracking systems to support both daily operations and practice growth. Key Responsibilities Front Desk & Administrative Duties Open and close the office, including daily financial reconciliation Greet and check in patients with professionalism and warmth Answer phones, texts, and emails promptly and professionally Schedule and confirm appointments according to provider templates Check out patients and process payments for services and products Maintain accurate patient records and demographics Manage cancellations, rescheduling, and no-show tracking Ensure cleanliness and organization of front desk and retail areas Support retail skincare sales and provide basic product education Assist with minor IT troubleshooting (printers, computers, phones) Perform administrative tasks such as filing, scanning, faxing, and data entry Lead Management & Growth Support Respond to all new patient inquiries in a timely manner Follow up with unconverted leads to encourage booking Track and document leads in CRM or spreadsheet systems Record lead sources, communication attempts, and outcomes Maintain consistent follow-up protocols Support achievement of lead conversion goals Communicate patient needs and scheduling opportunities with providers Patient Experience & Retention Encourage rebooking at checkout Support promotions, memberships, and retention programs (e.g., Alle, Aspire) Maintain a high level of patient satisfaction Assist in optimizing provider schedules and utilization Qualifications Education & Experience High School Diploma required; some college preferred Minimum of 2 years of experience in a medical office, med spa, hospitality, or high-level customer service environment Technical Skills Proficiency with scheduling or practice management software (e.g., Boulevard) Microsoft Office Suite (Word, Excel, Outlook) Basic CRM systems or spreadsheet tracking Multi-line phone systems and general office equipment Strong general computer and internet skills Core Competencies Professionalism with a polished appearance and demeanor Exceptional customer service skills Strong verbal and written communication Excellent organization and time management Team-oriented mindset with ability to collaborate effectively Adaptability in a fast-paced, multitasking environment Additional Information This role is a great opportunity for someone who enjoys aesthetics, building client relationships, and contributing to both patient satisfaction and business growth in a medical spa setting. Other duties may be assigned as needed.

Pay:

From $25.00 per hour

Benefits:

401(k) 401(k) matching Employee discount Health insurance Paid time off

Education:

High school or equivalent (Required)

Language:

English (Required)

Location:

Nantucket, MA 02554 (Preferred)

Work Location:

In person