Job Description

Job Description

Job Description

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Are you a warm, polished, and detail-oriented professional who thrives in a fast-paced, client-facing environment? Do you have a passion for beauty, wellness, and providing exceptional service?

An internationally recognized Aesthetic Plastic Surgery and Medical Spa practice is seeking a dynamic Front Office Coordinator & Administrative Assistant to join our elite team. This role is essential to the day-to-day flow of the clinic and offers a unique opportunity to be the welcoming face and organizational force behind a world-class aesthetic brand.

Key Responsibilities:

Front Office Coordination

• Greet patients and guests with professionalism, warmth, and enthusiasm

• Maintain an inviting, organized, and clean front office and waiting area

• Manage multi-line phone system, voicemail, and email inquiries

• Schedule appointments, coordinate follow-ups, and confirm patient visits

• Check in/out patients and process payments accurately

• Prepare patient intake packets and charts

• Triage office activity—know where patients and providers are at all times

• Take pre-op and post-op clinical photographs following practice standards

Administrative Support

• Assist with inventory and ordering of office and skincare products

• Respond to patient communications and inquiries via phone, email, and website

• Maintain and organize medical records, file releases, and patient data securely

• Support coordination of meetings, events, and speaking engagements for the practice

• Liaise with insurance providers and assist in claim follow-ups

• Work directly with practice leadership on scheduling, communications, and task management

• Ship products and maintain e-commerce skincare inventory

Ideal Candidate:

• Outgoing, polished, and professional in demeanor and appearance

• Excellent verbal and written communication skills

• Highly organized, proactive, and comfortable with multitasking

• Experienced in front office or administrative roles, preferably in a medical or aesthetics setting

• Tech-savvy and proficient in office software, scheduling systems, and social media

• Familiar with medical terminology, insurance, or aesthetic treatments (preferred but not required)

• Sales experience is a plus!

Position Details:

• Full-Time | Includes Evenings & Some Weekends

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