Practice Support Administrator - Wilmette

Since 2001 SpaDerma has been Chicago's leading medical spa providing Cosmetic Injectables, Laser Hair Removal and Advanced Skincare. Our team of skilled Aestheticians and Injectors provide effective treatments using the most advanced technology available. We pride ourselves in being an approachable and affordable brand where employee empowerment and patient satisfaction are the focal point. SpaDerma was named the #1 Skinpen and #1 Hydrafacial account from 2022‑2025 and continues to be amongst the top accounts with vendors nationwide. With over 140 employees and five spa locations we’re looking to continue to build our team! We are currently seeking to expand our support team at our North Shore office in Wilmette. This is a great entry‑level opportunity to work with an ever‑growing company and gain exposure to the medical esthetics field. The ideal candidate is looking for a positive, fast‑paced culture where attention to detail and customer service are key. This is a full‑time role, 36+ hours a week. Hours may be flexible, however at least one weekend day shift and closing shift will be required weekly. Duties/Responsibilities: Greeting patients while following customer service and phone etiquette training Utilizing booking software to accurately check out sales, schedule appointments and track sales Completing daily auditing reports for scheduling, transactions, device availability, etc. Maintaining a clean and sanitized spa area which includes laundry and minor cleaning duties Managing inventory and ordering; retail, professional backbar and medical supplies Resolving customer concerns in a timely and effective manner Following up with patients regarding account balances, appointments, and treatment concerns via phone, email, and text Learning, retaining, and promoting treatment information to current and potential patients Attending events and promotional functions in the practice and off‑site Following all company protocols and procedures with the highest regard for professionalism and confidentiality Managing weekly assigned administrative work to support the business as needed Attending team meetings, product and device training, sales coaching, and performance reviews Reviewing patient account and billing management; memberships, packages, and transactions Responsible for compiling reports regarding sales, inventory, patient retention, etc. Managing all applicable business software often used for charting, booking, and patient reviews Responsible for appointment scheduling, confirmations, bill pay, and patient consent forms Managing promotional items and in‑spa displays Responsible for increasing sales through lead generation, warm calling, patient consultations and overall effective patient follow‑up Assisting providers and management as needed Required Skills/Abilities: Strong typing skills and proficiency in Google Suite Excellent organizational and multitasking skills Knowledge of medical spa services and products Professional and polished presentation Experience with customer service and sales Ability to collaborate with a team Education and Experience: 1+ years of customer service and sales 1+ years of healthcare or hospitality experience 1+ years of medspa experience a plus What we offer! Culture Fun, creative and fast‑paced atmosphere Supportive colleagues who care Free neurotoxin treatments, discounts on procedures and products Health and wellness benefits Medical, dental and vision insurance Free Class Pass membership Paid parental leave 401(k) match Vacation and time off benefits PTO Paid holidays Generous request‑off policy Compensation Discretionary monthly sales bonus and incentives #J-18808-Ljbffr SpaDerma