Client Experience Coordinator (Medical Aesthetics)

About Essence Beauty Brands
Essence is a family of premier aesthetics brands dedicated to helping clients look their best through personalized care, advanced treatments, and exceptional service. We pride ourselves on creating a welcoming, professional, and client-centered environment.

Position Summary
The Client Experience Coordinator is the first point of contact for clients at Essence Facial Aesthetics and plays a critical role in delivering an outstanding client experience. This position is responsible for greeting clients, managing appointments, handling administrative tasks, and supporting daily clinic operations with professionalism and warmth.

Key Responsibilities

• Greet clients promptly and professionally, creating a welcoming first impression
• Check clients in and out efficiently while maintaining confidentiality
• Schedule, confirm, and manage appointments using the clinic’s scheduling system
• Answer incoming calls, respond to inquiries, and direct messages appropriately
• Collect payments, process transactions, and explain services or packages as needed
• Maintain accurate client records and update information as required
• Coordinate with clinical staff to ensure smooth daily operations
• Keep the front desk and reception area clean, organized, and presentable
• Assist with administrative tasks such as filing, data entry, and inventory tracking
• Uphold Essence’s standards for professionalism, discretion, and client care
• Perform other duties as assigned to support clinic operations and team success

Performance & Accountability

• Meet or exceed established Key Performance Indicators (KPIs), including client satisfaction, booking efficiency, and front desk productivity
• Participate in regular performance reviews, including goal setting, progress tracking, and feedback discussions
• Maintain a high level of accuracy, responsiveness, and professionalism in all client interactions
• Contribute to team goals and support a positive, results-driven work environment

Qualifications & Skills

• High school diploma or equivalent required; additional education a plus
• Previous front desk, customer service, or medical/aesthetic office experience preferred
• Excellent communication and interpersonal skills
• Strong organizational skills and attention to detail
• Ability to multitask and remain calm in a fast-paced environment
• Proficiency with computers, scheduling software, and basic office tools
• Professional appearance and customer-focused mindset
• Experience handling payments and POS systems is a plus

What We Offer

• Competitive pay based on experience
• Supportive, team-oriented work environment
• Opportunities to learn about wellness and aesthetic services
• Employee discounts on services and products (if applicable)
• Growth opportunities within a growing portfolio of beauty brands