Office Assistant for Medspa

Overview

We are currently under construction and are looking to hire an assistant who can begin approximately one week before our opening. Our opening is tentatively planned for mid to late November, although the exact date may shift slightly depending on construction progress.

We are seeking a friendly, professional, and detail-oriented Practice Coordinator to provide exceptional customer service and support the daily operations of our boutique concierge style medical spa. This role is ideal for someone who enjoys creating an outstanding patient experience, maintaining an organized and beautiful clinic, and working closely with the owner in a small, high quality practice.

Responsibilities

• Welcome patients and create a warm, luxury experience from the moment they arrive.
• Answer phones, respond to messages, and schedule appointments.
• Check patients in and out, collect payments, and assist with treatment packages and memberships.
• Prepare consent forms and ensure all required paperwork is complete before the provider enters the treatment room.
• Prepare treatment rooms before each procedure by ensuring supplies and equipment are clean, stocked, and ready.
• Clean and disinfect treatment rooms and equipment between patients according to clinic protocols.
• Restock treatment rooms and monitor inventory levels and product expiration dates, notifying the provider when supplies need to be reordered.
• Receive, organize, and store inventory and clinic supplies.
• Maintain retail displays and ensure products are clean, organized, and fully stocked.
• Help patients schedule their next appointment before leaving the clinic.
• Follow up with patients after treatments via phone, text, or email using approved scripts.
• Maintain a clean, organized, and welcoming reception area, treatment rooms, waiting area, and restroom.
• Keep beverages, refreshments, towels, and amenities fully stocked for patients.
• Assist with opening and closing clinic procedures.
• Help coordinate deliveries, vendors, and general office organization.
• Support patient education by providing approved forms, aftercare instructions, and educational materials as directed by the provider.
• Assist with marketing activities by taking photos or videos (with patient consent), helping create social media content, and promoting clinic events or specials.
• Help keep the provider on schedule throughout the day by preparing rooms, ensuring patients are ready for their appointments, and anticipating workflow needs.
• Perform other administrative and operational duties as needed to support the success of the practice.

Qualifications

• Excellent customer service and interpersonal communication skills.
• Professional appearance and polished demeanor.
• Highly organized with exceptional attention to detail.
• Comfortable learning scheduling software, point-of-sale systems, and other office technology.
• Ability to multitask efficiently in a fast-paced environment.
• Dependable, self-motivated, proactive, and willing to help wherever needed.
• Experience in a medical office, aesthetics, hospitality, or customer service is preferred but not required.
• Interest in aesthetics, wellness, and helping patients look and feel their best is highly desirable.

What We’re Looking For

We’re looking for someone who takes pride in creating an exceptional patient experience and enjoys being an essential part of a growing boutique medical spa. Every patient interaction matters. The ideal candidate is warm, organized, adaptable, and excited to help build lasting relationships while supporting the success and growth of Soulera Medspa.

Pay: $20.00 - $22.00 per hour

Benefits:

• Employee discount

Work Location: In person

Salary : $20 - $22