Front Desk Coordinator / Administrative Assistant

Job Description

Job Description

A premier aesthetic practice is seeking a polished, highly organized, and personable Patient Concierge / Administrative Assistant to join our team. This elevated role combines front desk coordination, exceptional patient service, and administrative support to our Patient Coordinator. You’ll be the first impression of the practice—welcoming patients, managing scheduling and patient flow, handling calls and inquiries, maintaining an impeccably presented front office, and supporting patient follow-up and consultation coordination. We’re looking for someone who is proactive, detail-oriented, confident, and exceptional with people. Experience in aesthetics, luxury hospitality, healthcare, or a high-touch client environment is a plus. This is an exciting opportunity to join a high-performing practice, learn the aesthetic consultation process, and grow into greater responsibility over time.

Responsibilities

• Manage daily front desk operations, including patient check-in/check-out, appointment confirmations, scheduling, phone calls, emails, and general inquiries
• Support the Patient Coordinator with scheduling, documentation, patient follow-up, and smooth handoffs throughout the consultation process
• Build rapport with prospective and existing patients while providing helpful information about the practice and services
• With training, confidently discuss core procedures and guide prospective patients toward the appropriate next step
• Pre-qualify prospective patients by understanding their interests, goals, and desired timeline
• Manage and optimize the consultation schedule to support an efficient patient experience
• Maintain accurate and detailed patient information within the CRM/EMR
• Assist with lead follow-up and tracking patient touchpoints
• Maintain a professional, organized, and welcoming reception area
• Coordinate patient flow with clinical and administrative team members throughout the day
• Collect payments, provide receipts, and ensure checkout is completed accurately
• Proactively identify opportunities to elevate the patient experience and support practice growth
• Maintain an organized, polished, and welcoming front office environment that reflects the practice’s high standards and elevated patient experience

Required Skills

• 2+ years in luxury hospitality, medical aesthetics, plastic surgery, or a concierge/front office environment
• Bachelor’s degree preferred, or equivalent professional experience.
• Professional appearance, strong interpersonal skills, and emotional intelligence
• Confidence in speaking with patients about sensitive or high-value decisions (training provided)
• Highly organized and detail-oriented with excellent time management skills
• Strong computer skills; experience with EMR systems, scheduling software, and patient communication platforms
• Prior experience in sales support or high-ticket customer service is a plus
• Passion for aesthetics and a desire to grow into a patient-facing sales role
• This position is designed as a developmental pathway to becoming a Patient Coordinator. If you demonstrate a high level of performance, initiative, and leadership, you may be considered for promotion into that role as the practice grows.

What We Offer

• Competitive pay based on experience
• Structured training and mentorship from the Patient Coordinator
• Exposure to industry-leading aesthetic procedures and patient care protocols
• A polished, team-oriented, and patient-focused work environment
• A comprehensive benefits package that includes both healthcare benefits and cosmetic treatment benefits