Front Desk Office Manager – Wellness Center

About Us:

Peak Wellness Centers in Plainfield is a premier medical aesthetics practice where luxury, patient care, and exceptional results converge. We believe the patient journey begins and ends with a flawless experience. We are seeking a dynamic and organized Front Desk Office Manager to serve as the welcoming face and the operational heart of our practice.

Position Overview:

The Front Desk Office Manager is the Conductor of our front-end operations and the Face of the Practice. This pivotal role is responsible for managing all patient interactions, from the first phone call to the final checkout, ensuring every touchpoint is seamless, professional, and warm. The ideal candidate is a master multitasker with a passion for service, a keen eye for detail, and a talent for administrative and membership sales.

Key Responsibilities:

Patient Flow & Experience (The Conductor):

• Serve as the first point of contact, answering all incoming calls with professionalism and warmth, and triaging calls to clinical staff as appropriate.
• Masterfully manage the master calendar for all providers (RNs, Estheticians, Medical Assistants, Physicians) and treatment rooms to optimize scheduling and clinic flow.
• Greet every patient with a welcoming and positive demeanor, ensuring a seamless check-in and check-out process.
• Process all payments for services and retail products accurately and confidentially using the point-of-sale system.
• Oversee the patient intake process, ensuring all paperwork is completed, accurate, and filed properly.

Membership & Sales Administration (The Ambassador):

• Own the entire membership lifecycle, including proactively selling memberships to new and existing patients, managing billing, processing cancellations, and thoroughly explaining benefits.
• Conduct non-clinical follow-up, including appointment confirmations, payment reminder calls, and post-visit satisfaction checks to ensure the highest level of patient retention.
• Act as a knowledgeable resource for our services and retail products, supporting the clinic's overall sales goals.

Clinic Environment & Operations (The Hub):

• Maintain the pristine presentation of the lobby, front desk, and common areas, creating a calm and luxurious environment for patients.
• Manage inventory and place orders for all front-office and administrative supplies.
• Serve as a key liaison between patients, clinical staff, and management, ensuring clear and effective communication.

Qualifications & Requirements:

• Experience: Minimum of 2-3 years of experience in a front desk, reception, or office manager role, preferably in a medical aesthetics, dermatology, spa, or other high-end customer-service environment.
• Technical Skills: High proficiency with scheduling software, electronic medical records (EMR) systems, and point-of-sale (POS) systems.
• Communication: Exceptional verbal and written communication skills. A warm, welcoming phone and in-person presence is non-negotiable.
• Organizational Prowess: Superior ability to multitask, prioritize, and manage time in a fast-paced environment without compromising attention to detail.
• Sales Aptitude: Demonstrated comfort and skill in a sales-oriented role, with a persuasive and educational approach. Experience with membership or subscription models is a plus.
• Professionalism: Impeccable personal presentation, discretion with confidential information, and a proactive, problem-solving mindset.

What We Offer:

• Competitive salary and performance-based incentives.
• Opportunities for professional growth and development.
• A beautiful, modern, and supportive work environment.
• Access to discounted services.

Job Type: Full-time

Pay: $22.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• Employee discount
• Professional development assistance
• Referral program

Work Location: In person

Salary : $22 - $27