Front Office Coordinator and Administrative Assistant

Job Description

Job Description

Benefits :

401(k)

Bonus based on performance

Dental insurance

Employee discounts

Paid time off

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