Care Coordinator

The Role The Care Coordinator is the first face every client sees and the operational backbone of the studio day-to-day. You'll run the front desk, manage our scheduling and POS system (Boulevard), handle client communications across phone/text/email/DM, process payments, and keep the studio running tight from open to close. This is a hands-on operations role. You're not just answering phones — you're the person who makes sure the day goes smoothly, the client feels taken care of, and nothing falls through the cracks. What You'll OwnFront desk & client experience Greeting clients, offering refreshments, running check-in and check-out Owning the studio's opening (8:30am) and closing (3:30pm/1:30pm Sat) routines — cleanliness, lighting, music, treatment room readiness Keeping the lobby, front desk, and shared spaces looking sharp throughout the day Scheduling & client communications Managing all appointments in Boulevard — booking, rescheduling, cancellations, no-shows Answering the clinic phone live during business hours and returning missed calls same-day Responding to Boulevard Messages, Instagram DMs, Yelp inquiries, and email within our SLAs Communicating in English and Spanish based on client preference Payments & POS Running checkout in Boulevard — services, retail, memberships, digital gift cards Processing Cherry financing applications and helping clients through the application Handling refunds up to $400 and discounts up to 15%; escalating anything above Charging late-cancel and no-show fees per policy Telehealth coordination Verifying payment is captured in Boulevard before any peptide/GLP-1 approval is routed Routing clinical questions to our PA-C, operational questions to the founders Logging approvals and renewal dates on client profiles Confirming clients received their shipments and understand their protocol Daily operational rhythm Posting an end-of-day Slack digest summarizing the day (clients seen, no-shows, supply flags, anything the team needs eyes on tomorrow) Flagging supply needs, BLVD issues, or anything broken in the studio Participating in weekly team standups and the monthly retro Client growth & retention (commission-eligible) Working Yelp leads, Instagram inquiries, and website form fills — calling, texting, and converting them into booked consults Re-engaging past clients who cancelled, no-showed, or didn't move forward — bringing them back with the right offer at the right time Recommending relevant add-ons, retail, memberships, and program upgrades at checkout when they genuinely fit the client Identifying clients who'd benefit from Cherry financing or moving from month-to-month to a 12-week program Using slow periods productively — outreach calls, follow-ups, lead lists, and studio improvements rather than waiting for the next walk-in What You Bring Required Fluent in English and Spanish (written and spoken) 2+ years in a customer-facing role with real ownership (front desk, hospitality, retail, healthcare reception, or similar) Comfort with technology and learning new systems quickly — we run on Boulevard, Slack, Google Suite, and several other tools Strong written communication — you'll be sending dozens of messages a day, and tone matters Ability to work the full schedule, in-person, including Saturdays Strongly preferred Experience in a med spa, aesthetics clinic, dermatology office, or wellness/medical setting Prior experience with Boulevard (BLVD) — scheduling, POS, messaging, charts Experience with opening/closing checklists, daily cash/card reconciliation, and inventory spot-checks Familiarity with HIPAA basics and handling client information appropriately The intangibles that actually matter Personable, warm, and genuinely friendly — clients should feel welcomed the second they walk in Bright and quick on your feet — you can read a room, anticipate what's needed, and solve small problems before they become big ones Organized and detail-oriented — you don't let things slip Direct and over-communicates — when something's off, you flag it instead of working around it Ownership mindset — this is your front desk Comfortable picking up the phone — you don't flinch at calling a lead, following up on a no-show, or working a list during a slow stretch Why This Job Small team, real impact. Four people run the studio. What you do shows up in the client experience immediately. Modern, well-designed clinic. This isn't a bleach-and-fluorescent-lights medical office. We've put real care into the space, the systems, and the brand. Clear systems and SOPs. We've documented how we do things — you won't be guessing. You'll also help us improve them. Growth path. As we grow, this role grows. We're building, not maintaining. Commission upside. $25/hour base plus commission on retail, memberships, and program sales. The more you grow the practice, the more you earn.

Pay:

$20.00 - $25.00 per hour

Work Location:

In person