Med Spa Office & Client Experience Coordinator Maple & Magnolia Aesthetics & Wellness Co. |
Richmond/Ashland, VA Pay:
$20-$23/hour, based on experience Part time | In-person Maple & Magnolia Aesthetics & Wellness Co. is looking for a highly organized, polished, proactive Office & Client Experience Coordinator to join our growing medical aesthetics and wellness practice. This is not a traditional receptionist position. We are looking for someone who can walk into the office, look around, notice what needs to be done, and do it without waiting to be asked. You will play an important role in the overall patient experience and will be one of the first people our clients interact with. You should genuinely enjoy people, take pride in a beautiful and organized environment, and have a natural eye for details. This position is a mix of front desk, clinical support, office operations, inventory, marketing, events, and client retention. What You'll Do Patient & Front Desk Experience Greet every patient warmly and professionally Manage the front desk and patient flow Answer phones, texts, and general patient inquiries Schedule and confirm appointments Check patients in and out Maintain a polished, welcoming waiting room and treatment areas Help create an elevated, personalized client experience from arrival to departure Assist with follow-up and retention efforts Help identify opportunities to rebook patients and keep clients engaged with the practice Clinical Support Room patients and assist with patient intake Prepare treatment rooms before appointments Assist providers as needed within the scope of training and role Maintain clean, organized, properly stocked treatment rooms Follow office protocols for sanitation, safety, documentation, and patient privacy Help prepare rooms and supplies for injectable, wellness, laser, facial, and other treatments Inventory & Office Operations Monitor inventory levels and anticipate what needs to be reordered Order medical, aesthetic, retail, and office supplies Receive and organize shipments Maintain organized supply areas Help prevent product shortages and unnecessary over-ordering Keep the office, retail areas, treatment rooms, and storage areas clean and organized Create and maintain systems that make the office run more efficiently Marketing & Social Media Assist with social media content and posting Help capture appropriate photos/video throughout the day Assist with promotions, campaigns, and special offers Help keep promotional materials and displays current Assist with email/text marketing and client outreach Help brainstorm ways to increase engagement, bookings, and retention Events & Client Retention Assist with planning and executing events and promotional days Help prepare the office for events Assist with client communication before and after events Help track event follow-up Support membership, loyalty, and retention initiatives Help identify ways to make clients feel valued and excited to return The Person We're Looking For You may be a great fit if you: Are extremely detail-oriented Naturally anticipate what needs to happen next Take initiative without needing constant direction Are organized and good at juggling multiple priorities Have excellent communication skills Are warm, personable, and genuinely enjoy helping people Present yourself professionally and understand that you represent the brand Have strong customer-service instincts Are comfortable answering phones and communicating with patients Can work independently while also being a strong team player Notice when something is out of place and fix it Take pride in keeping a space beautiful, clean, organized, and prepared Are comfortable learning new systems and technology Have an interest in aesthetics, skincare, wellness, and/or the medical spa industry Are dependable and follow through on what you say you'll do A Few Things That Matter to Us We don't expect you to know everything on day one. We do expect you to learn quickly. We are looking for someone who doesn't need a checklist for every five-minute task. If you notice the treatment room is running low on supplies, you restock it. If you see that a patient needs to be contacted, you follow up. If an event is coming up, you think ahead about what needs to be prepared. If the waiting room needs attention, you take care of it. If you don't know how to do something, you ask, learn it, and remember it. We value initiative, attention to detail, professionalism, and follow-through just as much as experience. Preferred Experience Experience in one or more of the following is a plus: Medical office or medical assistant experience Med spa, dermatology, plastic surgery, or aesthetics experience Front-desk or high-end customer service experience Inventory management Social media or content creation Event coordination Sales or client retention Electronic medical records/practice management systems Medical assistant certification or other relevant clinical credentials are a plus but are not necessarily required for the right candidate. Clinical responsibilities will be limited to tasks appropriate to the employee's training, credentials, and applicable requirements. Compensation & Growth $20-$23/hour depending on experience We also offer the opportunity to earn performance-based bonuses tied to things such as: Patient retention and rebooking Successful execution of promotions and events Office organization and operational goals Social media/marketing initiatives Demonstrated initiative and ownership Overall client experience As Maple & Magnolia continues to grow, there is opportunity for this role to grow with us. To Apply Please submit your resume and a brief introduction telling us: Why do you think you'd be a great fit for a boutique medical aesthetics and wellness practice where attention to detail and client experience really matter? We are looking for someone who wants to become an important part of the Maple & Magnolia team, not simply someone looking for a job.
Pay:
$20.00 - $23.00 per hour Expected hours: 20.0 - 32.0 per week
