Clinic Operations Coordinator

Salary: $22-$30Position Title: Clinic Operations CoordinatorCompany: NPOC Wellness & HydrationLocation: 1800 N Charles Street, Suite 810, Baltimore, MD 21201 (100% In-Person)Employment Type: Full-Time (40 hours/week, MondayFriday & occasional Saturday events)Compensation: $22$30/hour (based on experience)Reports To: Ike Obiora, Co-CEO (Operations) and Kelvinda Kamara, CRNP (CEO/Medical Director, Clinical Coordination)Works Closely With: FNP Clinical Provider, Nursing Staff, Digital Growth TeamAbout NPOC Wellness & HydrationNPOC Wellness & Hydration is a premier membership-based wellness clinic in Baltimore offering GLP-1 weight management, IV hydration therapy, peptide optimization, Botox, and aesthetic services. We deliver evidence-based, concierge-level care to busy professionals and executives who expect a premium experience from the moment they walk through our door.Position SummaryWe are hiring a full-time Clinic Operations Coordinator to run the day-to-day operations of our Baltimore location. You are the person who keeps the clinic running smoothly, supplies are stocked before they run out, nurses know their schedules a week in advance, clients are greeted like VIPs, payments are collected without friction, and when someone calls in sick, you already have a backup lined up.This role requires hands-on medspa, wellness clinic, or aesthetic practice experience.You need to understand clinical supply chains, nurse workflows, and premium client expectations from Day 1.(This is not a passive front desk role. We need someone who owns the operations of this clinic and makes sure nothing falls through the cracks.)Core ResponsibilitiesClient Experience & Relationship Building (30% of Role)Greet every client by name within 30 seconds of arrival, you are the first and last impression- Walk first-time clients through the experience: tour, what to expect, consent process, comfort- Check in clients on tablet (PracticeQ), verify intake forms are complete- Process all payments via Stripe terminal (credit card, HSA/FSA, Affirm, Klarna)- Book the next appointment before the client leaves (target: 80% rebook rate)- Recommend memberships and wellness packages based on client goals, natural guidance, not hard sell- Request Google reviews from every satisfied client (target: 8 reviews/month)- Follow up with no-shows and cancellations same day, within 2 hours of missed appointment- Remember client preferences (preferred room, nurse, add-ons, temperature) and build a client preference log- Answer incoming calls (410-246-4768) within 3 rings during business hours- Handle walk-in inquiries with warmth and professionalism, every person leaves with a next stepClinic Operations & Supply Management (25% of Role)- Execute daily opening and closing checklists: rooms inspected, supplies verified, reception ready, alarms set- Maintain inventory tracking system with reorder triggers at 20% remaining stock- Place supply orders with approved vendors (IV bags, additives, needles, gloves, office supplies, branded swag)- Track supply costs and maintain vendor comparison sheet, flag price increases- Manage vendor relationships: negotiate terms, track deliveries, handle returns- Treatment room turnover between clients: clean, restock, reset in under 10 minutes- Ensure clinical waste disposal complies with OSHA and state regulations (sharps, biohazard)- Maintain reception area to premium standard: clean, branded, organized at all timesNurse Scheduling & Staff Coverage (20% of Role)- Collect weekly availability from all PRN nurses by Wednesday for the following week- Build and publish weekly nurse schedule by Thursday end of day- Ensure minimum coverage: at least 1 nurse FNP on every clinic day, zero uncovered shifts- Manage call-outs: contact backup nurses within 30 minutes of notification- Coordinate FNP schedule with Kelvinda for PTO and event coverage, 2 weeks advance planning- Track nurse hours for payroll submission (bi-monthly, by the 13th and 28th)- Align nurse scheduling with patient bookings, high-volume days need more coverageHR Support & Staff Bench Building (15% of Role)- Maintain active PRN nurse bench: minimum 5 nurses who can be called within 24 hours- Coordinate with HR on nurse recruiting pipeline, share what skills are missing, what shifts need filling- Conduct on-site onboarding for new clinical staff: clinic tour, room setup training, supply locations, emergency protocols- Observe new nurse performance during first 2 weeks and flag concerns to Medical Director- Track all nurse credential expirations (licenses, CPR, malpractice), flag 60 days before expiry- Maintain staff contact list with credential dates and availability preferences- Handle day-to-day staff issues: mediate minor conflicts, address tardiness, document incidents- Network at local nursing events and medspa groups to build referral pipeline for PRN talentEvents & Community Presence (10% of Role)- Work registration and check-in table at all NPOC events (Elevate, chamber activations, wellness events)- Collect contact information from every prospect at events- Assist with event setup and breakdown- Represent the NPOC Wellness brand professionally: know services, pricing, membership options coldWhat This Role Is NOT- NOT a passive front desk job, you run the clinic operations, not just sit at a desk- NOT remote or hybrid, 100% in-person at our Baltimore location, 5 days/week- NOT a management or strategy role, you execute systems, manage the floor, and keep things running- NOT clinical, you do not provide medical advice, administer treatments, or make clinical decisions- NOT a role where you wait for instructions, you see what needs to happen and you do itRequired Qualifications2 years of experience in a medspa, wellness clinic, aesthetic practice, or similar clinical environment** in an operations, front desk lead, office manager, or patient coordinator capacity- Hands-on supply management experience: ordering clinical supplies, tracking inventory, managing vendor relationships, understanding lead times and reorder points- Staff scheduling experience: has managed shift schedules for nurses, aestheticians, or clinical staff; comfortable handling call-outs and maintaining coverage- Client relationship skills:** builds real relationships, remembers names and preferences, turns first-timers into repeat clients- Payment processing experience: comfortable with POS systems, credit card terminals, HSA/FSA transactions, and membership billing- HR awareness:has participated in hiring, onboarding, or staff oversight; comfortable tracking credentials and flagging issues- Tech comfort: Can learn PracticeQ (scheduling), Stripe (payments), monday.com (task management), and Google Workspace within 1 week- Professional presence: represents a premium wellness brand, well-spoken, confident with high-income clientele- Must live within 30-minute commute of Baltimore clinic- Must be available full-time MondayFriday, plus monthly Saturday eventsPreferred Qualifications- Experience in a membership-based or concierge healthcare/wellness setting- Bilingual (Spanish, French, or other) for Baltimore market diversity- Familiarity with clinical scheduling software (PracticeQ, Jane, IntakeQ, or similar)- Experience with Stripe, Square, or similar payment platforms- Background in event coordination or community health outreachBenefits & Perks- Health insurance: 50% employer contribution after 90 days- 10 days PTO annually 6 paid holidays- 50% off all IV therapy, vitamin injections, and wellness services- Free monthly IV session after 90 days- Access to wellness product samples- Clear growth path to Clinic Operations Manager ($55K$65K) as the business scales- Work in a premium, modern wellness environment, not a hospital, not urgent careSchedule- MondayFriday: 8:30 AM 5:30 PM- Approximately 1 Saturday per month for events (Elevate, chamber activations, community health events)How to ApplyIf you have medspa or wellness clinic experience and want to be the operational heartbeat of a growing premium practice, we want to hear from you. Apply through this posting or email your resume to admin@npocwellness.com with the subject line "Clinic Ops Coordinator."NPOC Wellness & Hydrationwww.npocwellness.com410-246-47681800 N Charles Street, Suite 810, Baltimore, MD 21201

Salary : $22 - $30