Client Liaison & Office Operations Coordinator

Benefits:401(k)Competitive salaryDental insuranceEmployee discountsHealth insurancePaid time off POSITION SUMMARYWe are seeking a polished, highly organized, and proactive Client Liaison & Office Operations Coordinator to serve as the central point of coordination for our practice.This is not a traditional front desk role. While we are an aesthetics-focused practice, we operate first and foremost as a medical practice with concierge-level service standards. This position is ideal for someone who takes pride in ownership, thrives on structure and systems, and understands that exceptional client care depends on smooth, thoughtful operations behind the scenes.We are particularly interested in candidates with experience in healthcare, clinical settings, hospitality, or concierge-style environments. Prior medical aesthetics experience is preferred, but not required for candidates who bring a strong medical, hospitality, or operations background and a high level of professionalism.You will be the face of the practice, the steward of daily office flow, and a trusted operational support to providers and leadership. WHO THIS ROLE IS FORThis role is a strong fit if you:Take pride in being the person who keeps an office running smoothly and efficientlyAre naturally organized, proactive, and detail-orientedHave experience in a medical, healthcare, hospitality, or concierge-style environment and understand structured workflows and discretionFeel confident setting boundaries and enforcing policies with professionalismEnjoy working with high-touch clientele in a polished, clinical settingWant a long-term role where you are trusted, relied upon, and essentialThis role is not a fit if you:Prefer a slow, passive, or loosely structured work environmentNeed constant supervision or step-by-step directionAre only familiar with a traditional spa or salon setting and are uncomfortable with medical-grade protocols and expectationsKEY RESPONSIBILITIESClient Experience & SchedulingServe as the first impression of the practice, welcoming clients and managing all phone and in-person interactions with warmth and professionalismConduct detailed phone consultations with the goal of confidently booking in-office consultations and treatmentsBook, confirm, and optimize appointments to support a full and well-paced provider scheduleManage follow-up calls, post-procedure check-ins, and ongoing client communicationHandle situational or sensitive client correspondence with discretion and sound judgmentOffice Operations & Workflow OwnershipOwn the day-to-day flow of the office from open to close, anticipating needs and preventing disruptionsCoordinate treatment room readiness, turnover, and overall workflow between providers and clientsSupport patient check-in and check-out, rooming, post-treatment instructions, and skincare educationMaintain organization of treatment rooms, supplies, and equipment, including stocking, setup, and light cleaning (team-based effort)Ensure operational standards, safety protocols, and office aesthetics are consistently upheldSales, Products & Practice KnowledgeMaintain thorough knowledge of services and skincare lines to confidently educate and support retail and service salesPromote in-house products and services in alignment with provider recommendationsComplete required trainings and proactively stay informed on new offeringsSystems, Documentation & Marketing SupportAccurately maintain daily and monthly service logsUtilize scheduling, POS, EMR, and eRx systems with precision and consistencyAssist with digital marketing initiatives, promotions, and occasional events as neededSupport leadership with independent projects and administrative follow-throughProfessional StandardsUphold strict HIPAA, OSHA, and safety protocols at all timesMaintain confidentiality, professionalism, and discretion in all interactionsDemonstrate reliability, punctuality, and a team-oriented mindsetIDEAL CANDIDATEExperience in healthcare, medical offices, concierge medicine, hospitality, or luxury service environments strongly preferredPrior experience in medical aesthetics is a plus, but not required for candidates with strong medical or hospitality backgroundsComfort working within structured, protocol-driven environmentsExperience with scheduling systems, POS platforms, and EMR/eRx systems preferredStrong organizational skills with the ability to manage multiple priorities calmly and effectivelyExcellent verbal and written communication skillsTech-savvy and comfortable using Mac systems, iPads, iPhones, and standard office softwareSales-minded with a service-first approachWHY THIS ROLE MATTERSThis position is essential to the success of our practice. When done well, it builds trust with clients, supports providers, and creates the structure that allows the entire team to perform at their best. Our most successful team members come from backgrounds where structure, accountability, and elevated service are the norm.We are looking for someone who wants to grow into this role, take pride in it, and be an integral part of our practice.

Salary : $18 - $30