Medspa Client Care Coordinator

Job Description

Job Description

Benefits:

• Free Treatments
• Bonus based on performance
• Employee discounts
• Opportunity for advancement
• 401(k)
• 401(k) matching
• Company parties
• Free uniforms
• Health insurance
• Training & development
• Wellness resources

Role Overview:
The Client Care Coordinator serves as the center’s concierge and operational anchor. You will greet clients, manage appointments, process transactions, and maintain accurate records while creating a positive, professional environment. CCCs play a critical role in client retention and satisfaction by delivering exceptional service and supporting team goals.

Key Responsibilities:
1) Front Desk Operations & Scheduling
· Greet every client warmly and professionally; ensure check-in and check-out processes are smooth and accurate.
· Manage appointment scheduling and confirmations in Zenoti; maintain real-time accuracy of calendars.
· Answer phones and emails promptly, providing clear and helpful information.

SMART Goal: Respond to 95% of calls/emails within 1 business hour; maintain 100% accuracy in appointment scheduling. New leads through our CRM must have a speed to lead in under 5 minutes. We care, we deliver!

2) Client Engagement & Service Excellence
· Create a welcoming environment that reflects Serotonin’s brand promise.
· Provide guidance on services, memberships, and promotions; answer client questions with confidence.
· Ask for client feedback every day via Google, Meta, Yelp, etc. 

SMART Goal: Achieve ≥90 client satisfaction score (NPS); capture feedback from ≥80% of new guests.

3) Membership & Retail Support
· Introduce and promote memberships, retail products, and nutraceuticals aligned with client goals.
· Process payments accurately and reconcile daily transactions.
· Track membership renewals and follow up on expiring plans.

SMART Goal: Maintain 100% accuracy in payment processing.

4) Documentation & Compliance
· Maintain accurate client records in Zenoti; ensure all data is audit-ready.
· Follow HIPAA and biohazard protocols to protect client privacy and safety.

SMART Goal: Zero compliance violations; 100% completion of documentation with all clients before EOD.

5) Team Collaboration & Daily Huddles
· Participate in daily huddles; update trackers and whiteboards with MTD Goal vs. Actual.
· Support Health Coaches, Medical Practitioners, Aestheticians by coordinating schedules and client flow.

SMART Goal: ≥95% attendance at huddles; update trackers daily with accurate figures.

6) Marketing & Community Outreach
· Assist with in-center marketing initiatives and event preparation.
· Engage with local community through grassroots outreach and open houses.

SMART Goal: Support ≥4 community events per month; ensure 100% of event leads are entered into CRM within 12 hours. All called with 24 hour of event. 

Core KPIs & Targets
· Client Satisfaction (NPS): ≥90
· Appointment Accuracy: 100%
· Response Time: ≤1 hour for calls/emails
· Membership Conversion: ≥25% of eligible guests
· Compliance & Documentation Accuracy: 100%
· Community Engagement: ≥4 events/month

Qualifications
· Strong communication and interpersonal skills; ability to create a welcoming environment.
· Experience in front desk or client service roles; consultative sales experience preferred.
· Proficiency in Zenoti and general business platforms preferred but not required; comfort with email and MS Office.
· Excellent multitasking and organizational skills; ability to manage high-volume environments.
· Positive attitude, team spirit, and commitment to client satisfaction.

Tech Stack & Tools
· Zenoti — scheduling, POS, documentation.
· GHL — CRM and marketing automation.
· Email & Teams — communication and coordination.
· Center trackers and whiteboard — daily goals and performance metrics.

Safety & Compliance
· HIPAA adherence; secure handling of client information.
· Follow all safety protocols for front desk operations and client interactions.

Why Join Serotonin Centers
Join a high-performance team where your role directly impacts client experience and center success. You’ll work with modern tools, clear goals, and a supportive culture that values growth and excellence.

Apply Today
Submit your application to join Serotonin Centers and help clients become their most vibrant selves.