Front Desk Administrator

Job Description

Job Description

Position Overview

We are seeking a polished, highly organized  Front Desk Admin to join our medical aesthetics practice on a part-time basis. This role is the first point of contact for our patients and is responsible for creating a warm, professional, and elevated experience from the moment a patient walks through the door.

The ideal candidate thrives in a fast-paced environment, has excellent communication skills, and understands the importance of delivering exceptional service in a luxury medical setting.

Key Responsibilities

Patient Experience

• Greet patients and create a welcoming, professional atmosphere
• Ensure all patients feel comfortable and cared for from arrival through checkout
• Assist with patient intake forms and verify demographic and medical information
• Provide a concierge-level experience aligned with the brand of the practice

Scheduling & Coordination

• Schedule and confirm patient appointments
• Manage provider schedules efficiently
• Assist with appointment reminders and follow-ups
• Coordinate treatment timelines and assist patients with booking future visits

Check-In & Check-Out

• Check patients in and ensure paperwork is completed
• Process payments and maintain accurate financial transactions
• Provide receipts and review treatment plans or recommended services
• Assist patients with rebooking and membership enrollment

Administrative Support

• Maintain accurate patient records in the EMR system
• Respond to phone calls, emails, and online inquiries
• Assist with inventory tracking and retail product sales
• Keep front desk and reception area clean, organized, and stocked

Practice Support

• Support providers by ensuring patient charts and treatment plans are prepared
• Assist with promotions, events, and patient engagement initiatives
• Help maintain a smooth daily workflow for the clinic

Qualifications

• 1+ years experience in  medical spa, dermatology, aesthetics, or healthcare front desk
• Excellent customer service and interpersonal skills
• Strong organizational and multitasking abilities
• Comfortable with EMR systems and scheduling software
• Professional appearance and communication
• Passion for aesthetics, skincare, and wellness

Preferred Skills

• Experience with aesthetic practice software (Aesthetic Record, Nextech, PatientNow, etc.)
• Retail sales experience in skincare or aesthetics
• Familiarity with aesthetic treatments and products

Schedule

Part-time position
Approximately 15–20 hours per week , including some Saturdays depending on clinic needs.

Ideal Candidate

You are someone who:

• Loves creating an elevated patient experience
• Is highly organized and detail-oriented
• Thrives in a team environment
• Has a passion for aesthetics, skincare, and wellness

Compensation

• Hourly pay based on experience
• Employee treatment and product perks
• Opportunity to grow within a leading aesthetic practice

Be part of a modern aesthetic practice redefining the intersection of beauty and wellness
Work with advanced treatments and protocols that go beyond traditional med spa services
Opportunity to grow clinically, financially, and professionally within a high-level brand

Company Description

Be part of a modern aesthetic practice redefining the intersection of beauty and wellness\r\nWork with advanced treatments and protocols that go beyond traditional med spa services\r\nOpportunity to grow clinically, financially, and professionally within a high-level brand