Front Desk Coordinator

Company Description

The Palm Medspa Wellness is a premier destination in Orlando, Florida, where luxury meets results. We specialize in advanced aesthetic and wellness treatments designed to help clients look and feel their best from the inside out. Our services include injectables, skin rejuvenation, body contouring, hormone and weight management, and customized wellness programs, all performed by a highly skilled medical and aesthetic team in a serene, spa-like environment.

At The Palm, we blend cutting-edge technology options with personalized care to create transformative, confidence-building experiences. We pride ourselves on our professionalism, innovation, and genuine relationships with clients who trust us as partners in their self-care journey. As we continue to grow, we’re seeking passionate professionals who share our dedication to excellence, collaboration, and exceptional service.

Location: Orlando, FL

Position Type: Hourly 30-40 hours/week

Reports To: Practice Manager

The Front Desk Coordinator serves as the welcoming face and first point of contact for The Palm Medspa Wellness. This person sets the tone for the client experience from the moment a guest walks in or reaches out. You will oversee daily client flow, manage scheduling and communication, and maintain a polished and warm environment that reflects our luxury brand experience.

This role requires exceptional communication skills, attention to detail, and the ability to multitask in a fast-paced, client-focused environment.

Client Experience & Guest Relations

• Greet clients warmly as they arrive and ensure they feel welcomed, comfortable, and supported.
• Maintain a polished, professional, and approachable demeanor at all times.
• Check clients in and out efficiently and accurately.
• Support clients with questions regarding treatments, product recommendations, memberships, and packages.
• Proactively manage client concerns or feedback with empathy and solutions-focused communication.

Scheduling & Front Desk Coordination

• Manage appointment scheduling, confirmations, adjustments, and waitlist coordination through Vagaro and Podium.
• Ensure providers’ schedules are optimized and running smoothly throughout the day.
• Coordinate with treatment providers and management to maintain efficient daily operations.
• Respond in a timely and professional manner to phone calls, text messages, emails, and online inquiries.

Brand Representation & Communication

• Respond to online reviews and social media messages with a positive, on-brand voice.
• Maintain strong knowledge of all services, memberships, promotions, seasonal specials, and product offerings to confidently guide clients.
• Help create social media content for the business when needed.

Administrative & Operational Support

• Process payments, memberships, packages, and point-of-sale transactions accurately.
• Assist with inventory tracking and restocking of retail and front desk supplies.
• Maintain a clean, organized, and elevated front-of-house environment.
• Collaborate with the Practice Manager on ongoing improvements to the client check-in experience.
• Attend team meetings and participate in ongoing education for new products, services, and equipment.

• 1 year experience in hospitality, beauty, wellness, spa, or medical office preferred.
• Strong verbal and written communication skills.
• Professional, polished, and friendly demeanor with excellent customer service instincts.
• Comfort handling multiple tasks and prioritizing in a fast-moving environment.
• Proficient with scheduling systems — experience in Vagaro a plus.
• Ability to learn and retain detailed service and treatment knowledge.
• Reliable, punctual, and able to maintain confidentiality and discretion.

• Someone who loves interacting with people and building relationships.
• A go-to person who stays calm under pressure and helps keep the team moving smoothly.
• A representative of the brand who takes pride in the client experience and the spa environment as a whole.

• Employee treatment and product discounts, including free and at-cost services.
• Earning incentives and bonus opportunities
• Team culture that values professionalism, growth, and creativity

Base Pay starting at $19/hr