Front Desk Concierge

Job Summary We are seeking a polished, detail-oriented Front Desk Concierge to be the welcoming face of our med spa. This role combines front-of-house hospitality, administrative precision, trend awareness, and exceptional patient experience delivery. The ideal candidate anticipates needs, manages flows smoothly, and elevates patient satisfaction while supporting clinical and retail operations. Key Responsibilities Greet and welcome patients and guests with warmth and professionalism; create a luxury spa atmosphere from first contact. Manage multi-channel appointment scheduling (phone, email, online booking, SMS) with accuracy, optimization of provider schedules, and minimal gaps.

Perform patient intake:

verify/collect demographics, insurance/payment preferences, medical history updates, and consent forms; ensure compliance with privacy and documentation standards (HIPAA). Conduct pre-appointment confirmations and post-visit follow-ups (appointment reminders, care instructions, rebooking encouragement) via phone, text, and email.

Facilitate seamless check-in/check-out:

process payments, issue receipts, track outstanding balances, and manage refunds/credits per policy. Maintain organized, accurate patient records and daily logs; coordinate with clinical staff to ensure charts and pre-procedure requirements are complete. Upsell and educate on services, packages, and retail products in a consultative, non-pushy manner; meet modest retail and rebooking KPIs. Monitor and respond to online booking platform and social inbox inquiries; triage clinical questions to appropriate clinicians. Keep front desk, waiting area, and retail displays immaculate and aligned with current brand aesthetic and seasonal/treatment trends. Stay current on aesthetic and wellness industry trends (new treatments, devices, consumer preferences) and share insights with team to enhance patient conversations and promotions. Assist with inventory management for retail and front-desk supplies; order and receive shipments as needed.

Support marketing initiatives:

assist with event coordination, client outreach campaigns, loyalty programs, and maintaining patient review solicitations. Handle sensitive situations with discretion and escalate clinical or patient care concerns immediately to management. Track and report daily metrics (appointments booked, cancellations/no-shows, retail sales, revenue collected, patient satisfaction scores). Preferred Skills & Attributes Proven experience in front desk or administrative roles with excellent organizational skills Strong computer literacy including proficiency in Microsoft Office (Word, Excel, Outlook), Google Workspace (Docs, Sheets), and data entry skills Exceptional customer service abilities with a friendly attitude and professional phone etiquette Basic knowledge of current med spa trends: injectables (e.g., neuromodulators, fillers), energy-based devices (laser, RF), skin-care ingredients (retinoids, peptides), wellness modalities, and popular treatment packages. Ability to multitask efficiently while maintaining attention to detail in proofreading and data management tasks Basic math and cash-handling accuracy. Experience with Medical Management software a plus Strong sense of discretion and professionalism; ability to handle PHI per HIPAA guidelines. Positive, proactive attitude; ability to remain calm under pressure. Excellent time management skills to prioritize tasks effectively in a fast-paced environment Personal assistant or calendar management experience is beneficial for supporting executive schedules Ability to work occasional evenings or weekends as needed for events Join us in creating a welcoming atmosphere where professionalism meets warmth. Your dedication will help ensure our office runs smoothly while delivering outstanding support to everyone who walks through our doors!

Pay:

$15.00 - $18.00 per hour Application Question(s): Have you reviewed our website and social media page? Are you OK with being on Social Media and working at Events on some nights and weekends?

Experience:

Customer Service:

1 year (Preferred)

Work Location:

In person