Part-Time Business Development & Operations Coordinator

Part-Time Business Development & Operations Coordinator

Company: Creations Med Spa
Location: Lutz/Tampa, Florida
Schedule: Part-time, approximately [15–20] hours per week, with some evening or weekend availability for events
Reports to: Med Spa Manager

About Creations Med Spa

Creations Med Spa is a growing medical aesthetics and wellness practice committed to delivering personalized, high-quality experiences that help clients look and feel their best. As we expand our services, community presence, and client base, we are seeking an organized, proactive professional who can help move internal projects forward while supporting business development and sales.

Position Summary

The Business Development & Operations Coordinator is a hybrid role responsible for supporting operational projects, developing community and referral relationships, and helping convert business opportunities into booked appointments, events, memberships, and revenue.

This person will work closely with the Med Spa Manager to take ownership of clearly assigned projects, coordinate follow-through across the team, and reduce the number of day-to-day items requiring management intervention.

The ideal candidate is equally comfortable managing a project checklist, following up with a prospective client, representing Creations Med Spa at a community event, and building relationships with local businesses.

Key Responsibilities

Operational and Project Support

• Own and coordinate assigned operational, marketing, client-experience, and business-development projects from assignment through completion.
• Create project plans, timelines, task lists, and follow-up systems.
• Track deadlines, responsibilities, dependencies, and outstanding decisions.
• Follow up with team members and outside partners to keep projects moving.
• Prepare status updates and clearly identify completed work, upcoming priorities, and potential obstacles.
• Assist with new program, service, promotion, event, and membership launches.
• Support the development and implementation of standard operating procedures.
• Help organize marketing materials, event resources, vendor information, partnership records, and project documentation.
• Identify recurring administrative or operational bottlenecks and recommend practical improvements.
• Complete agreed-upon work independently without requiring continual manager reminders.

Business Development and Community Partnerships

• Identify and develop relationships with complementary local businesses, organizations, residential communities, fitness and wellness providers, and professional groups.
• Build and maintain a pipeline of referral partners, event opportunities, and potential collaborations.
• Conduct outreach to prospective partners and schedule introductory conversations.
• Coordinate open houses, educational events, community appearances, cross-promotions, and partnership activations.
• Represent Creations Med Spa professionally at networking and community events.
• Follow up consistently with partners and document conversations, commitments, and next steps.
• Help evaluate opportunities based on audience fit, expected return, required resources, and alignment with the Creations Med Spa brand.

Sales and Revenue Support

• Respond to and follow up with prospective clients through approved communication channels.
• Build rapport, explain available services and programs within the role’s non-clinical scope, and guide prospects toward the appropriate consultation.
• Convert qualified inquiries, event contacts, and referral opportunities into booked consultations or appointments.
• Support membership enrollment, package sales, promotions, and client reactivation initiatives.
• Conduct follow-up with clients who did not book, cancelled, or expressed interest in future services.
• Maintain accurate notes, lead stages, follow-up dates, and outcomes in the designated tracking system.
• Collaborate with the front desk, clinical team, manager, and marketing partners to improve the lead-to-booking process.
• Never provide medical advice, make clinical claims, or recommend treatment plans; all clinical questions must be referred to an appropriately licensed provider.

Measures of Success

Performance will be evaluated using a combination of execution, business-development, and sales measures, including:

• Percentage of assigned projects completed accurately and on time
• Reduction in overdue tasks and manager follow-up required
• Number of qualified partnership opportunities developed
• Number of outreach conversations and partner meetings completed
• Event attendance, qualified leads, and appointments generated
• Lead response and follow-up completion rates
• Consultation and appointment booking rates
• Memberships, packages, or attributable revenue generated
• Accuracy and consistency of CRM or tracking documentation
• Quality of communication and collaboration with the team

Specific targets will be established after the initial onboarding and baseline period.

Qualifications

• Two or more years of experience in business development, sales, project coordination, operations, hospitality, wellness, aesthetics, healthcare, or a related client-service environment
• Strong organizational and follow-through skills
• Demonstrated ability to manage several priorities without losing important details
• Confident, professional communication by phone, email, text, and in person
• Comfortable initiating conversations, developing relationships, and asking for the appointment or next step
• Ability to use project-management, CRM, scheduling, and office-productivity systems
• Sound judgment when handling sensitive client and business information
• Ability to work independently while keeping leadership appropriately informed
• Availability to attend occasional community or promotional events outside normal business hours

Preferred Qualifications

• Experience in a med spa, aesthetics, wellness, healthcare, luxury retail, hospitality, or membership-based business
• Experience coordinating launches, events, promotions, or cross-functional projects
• Existing relationships within the Lutz, Tampa, or surrounding business community
• Familiarity with lead tracking, CRM systems, ClickUp, or Meevo
• Experience selling premium services, memberships, packages, or recurring programs

Ideal Candidate

The right person is:

• A proactive executor who looks for the next action instead of waiting to be reminded
• Organized enough to bring structure to moving projects
• Warm, polished, and confident when representing the business
• Comfortable balancing relationship-building with measurable sales expectations
• Persistent with follow-up without being overly aggressive
• Able to distinguish between a task that can be handled independently and a decision requiring leadership
• Motivated by completing projects, creating opportunities, and producing measurable results

First 90-Day Priorities

During the first 90 days, the successful candidate will be expected to:

• Learn Creations Med Spa’s services, client experience, brand standards, and non-clinical sales boundaries.
• Establish a clear system for assigned projects, responsibilities, deadlines, and status reporting.
• Take ownership of selected operational and launch-related projects.
• Build an initial pipeline of qualified community partners and event opportunities.
• Implement a consistent system for business-development and sales follow-up.
• Establish baseline metrics for outreach, appointments, partnerships, project completion, and attributable revenue.
• Demonstrate a measurable reduction in operational follow-up required from the Med Spa Manager.

Role Boundaries

This role is not responsible for diagnosing conditions, determining client eligibility, providing medical advice, or making treatment recommendations. Clinical questions and treatment decisions must be directed to an appropriately licensed medical provider.

The position is designed to take ownership of defined projects and revenue-support activities. It is not intended to replace the authority or accountability of the Med Spa Manager, clinical providers, front-desk team, or outside marketing partners.