Front Office Coordinator and Administrative Assistant

Job Description

Benefits:

401(k)

Bonus based on performance

Dental insurance

Employee discounts

Paid time off

C

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 activityknow 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

Full-time