What are the responsibilities and job description for the Front Office Coordinator position at Ruth Swissa Medical Spa?
Front Office Coordinator
Ruth Swissa Medical Spa | Calabasas, CA
Part-Time (3–4 Days/Week to Start) | Approximately 30 Hours/Week | Opportunity for Full-Time Growth
PLEASE READ BEFORE APPLYING:
PRE-NURSING STUDENTS, NURSING STUDENTS, OR ANYONE PLANNING TO PURSUE NURSING OR ANOTHER CLINICAL CAREER: PLEASE DO NOT APPLY.
If nursing school, PA school, medical school, or another healthcare career is part of your future plans, this position is not the right fit.
We are looking for individuals who are passionate about business, operations, leadership, management, sales, and growing within a luxury medical spa. We are making a long-term investment in the right person and are seeking someone who is equally committed to building a lasting career with our practice.
About Ruth Swissa Medical Spa
Ruth Swissa Medical Spa is a luxury medical spa recognized for advanced aesthetic and paramedical treatments, exceptional patient care, and an elevated concierge-level experience. Every aspect of our practice is centered around professionalism, efficiency, and delivering outstanding results for our patients.
We are searching for an exceptional Front Office Coordinator who thrives in a fast-paced environment and enjoys being an essential part of a high-performing team.
About the Position
This is NOT a traditional front desk or receptionist position.
If you are looking for a position where you primarily answer phones and remain behind a desk throughout the day, this role is not the right fit.
Our Front Office Coordinator is one of the most important operational roles within the practice.
This is a highly hands-on, fast-paced position that requires constant multitasking, critical thinking, and exceptional organizational skills. Every day is different, and no two hours look the same.
One moment you may be welcoming patients and checking them in, while the next you're answering incoming calls, responding to patient text messages and emails, coordinating provider schedules, preparing consultation paperwork, escorting patients to treatment rooms, assisting with patient intake, scheduling appointments, communicating with practitioners, and ensuring the entire office continues operating efficiently.
If you enjoy staying busy, solving problems, thinking several steps ahead, and performing in a high-energy environment, you will thrive here.
This Is Also a Sales Position
This is not simply an administrative role.
Our Front Office Coordinators play an integral role in converting patient inquiries into consultations and treatments while providing an exceptional luxury experience from the very first interaction.
Applicants must have a minimum of 3 years of proven sales experience.
You should feel confident:
- Converting incoming inquiries into scheduled consultations
- Educating patients on treatments and services
- Building trust and rapport with prospective patients
- Following up with leads
- Overcoming objections professionally
- Helping patients move confidently through their treatment journey
If sales makes you uncomfortable, this position will not be the right fit.
Responsibilities
- Deliver an exceptional luxury patient experience from arrival through checkout
- Welcome, check in, and check out patients
- Answer and manage a high volume of incoming phone calls
- Respond promptly to patient text messages and emails throughout the day
- Schedule appointments for multiple providers
- Coordinate provider schedules and daily office flow
- Escort patients to treatment rooms
- Prepare and review patient paperwork and intake forms
- Communicate continuously with practitioners regarding patient needs and scheduling
- Assist with treatment recommendations and scheduling
- Follow up with prospective patients and existing leads
- Support inventory management and administrative operations
- Maintain organization while balancing multiple priorities simultaneously
- Assist wherever needed to ensure seamless daily operations
Who We're Looking For
We're looking for someone who naturally thrives in a fast-paced environment.
Our ideal candidate:
- Loves staying busy throughout the day
- Thrives under pressure
- Enjoys multitasking
- Has excellent critical thinking skills
- Is proactive rather than reactive
- Takes initiative without being asked
- Maintains professionalism during busy situations
- Communicates confidently and professionally
- Is highly organized and detail-oriented
- Enjoys working as part of a collaborative team
- Wants to build a long-term career rather than simply have another job
Growth Opportunity
We strongly believe in promoting from within.
This position offers a clear pathway for professional growth into leadership roles, including:
- Assistant Practice Manager
- Practice Manager
- Operations Leadership
We're looking for someone who wants to grow alongside our company and become an integral part of our long-term success.
Qualifications
- Minimum of 3 years of proven sales experience (REQUIRED)
- Previous experience in a medical spa, dermatology, plastic surgery, luxury retail, hospitality, concierge services, or another high-end client-facing environment is strongly preferred
- Exceptional multitasking and organizational abilities
- Outstanding communication and interpersonal skills
- Strong customer service mindset with confidence in sales
- Ability to think critically and solve problems independently
- Comfortable learning multiple software systems and scheduling platforms
- Professional appearance and demeanor
- Reliable, punctual, and committed to excellence
- Looking for a long-term career in business operations and leadership
Schedule
- Part-time to start
- 3–4 days per week
- Approximately 30 paid hours per week
- Opportunity for full-time employment based on performance and business needs
Why Join Ruth Swissa?
At Ruth Swissa Medical Spa, you'll become part of a team that values excellence, professionalism, growth, and exceptional patient care. You'll have the opportunity to develop valuable business, operations, sales, and leadership skills while building a rewarding long-term career in the luxury aesthetics industry.
If you're driven, ambitious, thrive in a fast-paced environment, and are excited by the opportunity to grow within an established luxury medical spa, we'd love to hear from you.
Pay: $23.00 - $28.00 per hour
Work Location: In person
Salary : $23 - $28