What are the responsibilities and job description for the Office Coordinator position at Liv Aesthetics & Wellness?
We are a growing medical aesthetics and wellness practice focused on helping patients look, feel, and function their best. Our services blend advanced aesthetics with functional and integrative care, and we pride ourselves on exceptional patient experience, integrity, and results.
We are looking for an Office Coordinator who is organized, motivated, and excited to grow with us long-term.
Who You Are
You are a self-starter who takes ownership of your role and thrives in a fast-paced, patient-centered environment. You enjoy creating smooth systems, supporting a team, and making patients feel genuinely cared for from the first interaction.
You are:
- Detail-oriented and highly organized
- A strong communicator (phone, email, in person)
- A team player with a positive, solutions-focused mindset
- Motivated, dependable, and proactive
- Interested in growing professionally within the aesthetics/wellness space
Preferred experience:
- Medical aesthetics office experience
- Wellness, functional medicine, or medical office experience
- Knowledge of aesthetic treatments, skincare, or wellness services
Key Responsibilities
- Answer all incoming phone calls promptly and professionally
- Respond to all patient emails and inquiries
- Schedule appointments and manage the clinic calendar efficiently
- Provide an exceptional patient experience from first contact to follow-up
- Educate patients on services, packages, and memberships
- Support providers and clinical staff with daily office operations
- Maintain accurate patient records and follow HIPAA guidelines
- Maintains professional, respectful communication with patients and team members
- Ensures accuracy of all transactions, payments, and documentation
- Manages efficiencies in the daily schedule to optimize provider time and patient flow
- Accurate inventory tracking
- Timely restocking and ordering
- Identifying usage trends and shortages
- Accurately completes inventory counts and documentation
- Takes on additional office management tasks as time allows to support clinic efficiency
Requirements
- Proven experience in office management or administrative roles with strong clerical skills.
- Excellent organizational skills with the ability to manage multiple schedules simultaneously.
- Operates consistently within the Core Values of the Company
- Maintains a positive mindset and professional attitude
- Actively contributes in team meetings with ideas and solutions
- Embraces change and remains flexible in a fast-growing environment
- Supports company initiatives and growth goals
- Demonstrates reliability, transparency, and follow-through
- Background in medical office management or healthcare settings is a plus but not required.
- Ability to handle confidential information discreetly while maintaining high standards of professionalism.
- Demonstrated capability in training & development initiatives to support team growth.
What We Offer
- Competitive pay (based on experience) with bonus potential
- Opportunity for growth, responsibility, and advancement
- Supportive, positive team culture
- Employee perks and discounts on services/products
Join us as an Office Coordinator if you’re passionate about creating organized workflows, fostering positive team environments, and ensuring operational excellence! This is your chance to be a vital part of a vibrant workplace dedicated to growth and success.
Pay: $17.00 - $21.00 per hour
Expected hours: 24.0 per week
Benefits:
- Dental insurance
- Employee discount
- Flexible schedule
- Paid time off
- Vision insurance
Application Question(s):
- What is your availability for working hours? We are open Monday-Friday 10-7 and Saturdays 9-2
Experience:
- Medical office: 1 year (Required)
- Aesthetics: 1 year (Required)
Work Location: In person
Salary : $17 - $21