Front Desk Coordinator – Medical

Front Desk Coordinator – Medical & Day Spa

Location: Five Elements Medical Spa & Wellness Center

Reports To: Administration

Status: Full-Time | In-Person

Availability: Must be flexible with evenings, weekends, and holidays

Position Summary:

Five Elements Spa, a luxury wellness destination combining medical aesthetics, functional medicine, and holistic day spa services, is seeking a highly organized and service-driven Front Desk Coordinator. As the first point of contact, you will ensure a seamless, elevated client experience while supporting both clinical operations and spa services. This hybrid role is perfect for someone with both medical spa experience and a background in wellness hospitality.

Key Responsibilities:

Client Relations & Guest Experience

• Greet all guests warmly and professionally, ensuring a personalized, luxury experience.
• Guide clients through check-in/check-out, amenities access, locker assignment, and wellness circuit information.
• Provide detailed explanations of spa services, upgrades, enhancements, and treatment prep (e.g., pre-facial instructions, post-IV hydration care).
• Maintain a peaceful, clean, and organized front lobby and retail area.

Scheduling & Administrative Coordination

• Book and manage appointments for both medical (IV hydration, injectables, facials, consultations) and day spa services (massages, wraps, body contouring, hydrotherapy).
• Coordinate provider and therapist schedules to maximize productivity and ensure timely flow.
• Create and manage client profiles, documenting treatment notes, intake forms, and consents in alignment with HIPAA compliance.
• Answer phone calls, emails, and online inquiries with clarity, warmth, and professionalism.

Medical Spa Clinical Support

• Assist MDs, NPs, and clinical staff with treatment flow as needed, including prepping rooms or clients for services.
• Take and upload high-quality before and after photos for aesthetic treatments.
• Handle prescription coordination with pharmacies by phone and email, ensuring accuracy and follow-up.
• Order and organize medical and office supplies as needed.
• Communicate post-care instructions when needed, in collaboration with medical staff.

Retail & Inventory

• Maintain organized inventory for skincare, wellness, and retail items.
• Upsell retail products and enhancements (e.g., LED therapy, Gua Sha, serums) to complement services.
• Process transactions, apply packages, track gift cards, and close out daily reports accurately.

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• Qualifications:

Required:

• 2+ years experience in a luxury spa, medical spa, dermatology clinic, or wellness center.
• Strong knowledge of functional medicine, IV hydration, and aesthetic procedures.
• Familiarity with day spa services such as massage, body treatments, and facials.
• Proficient in booking software (e.g., Zenoti, Aesthetic Record, or similar).
• Excellent organizational skills, attention to detail, and time management.
• Clear and professional communication via phone, email, and in person.
• Punctual, polished, and capable of multitasking in a high-end environment.
• you must be able to sit, stand, kneel, bend and lift up to 15lbs without assistance.
• Daily procedures include cleaning, organizing and restocking the spa

Preferred:

• Previous experience supporting doctors and nurses in a spa or clinical setting.
• Knowledge of retail sales and product merchandising.
• understanding of HIPAA practices.
• Experience dealing with pharmacies and product ordering.

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• Key Attributes:
• Calm and confident under pressure
• Team-oriented, with a proactive and solution-focused mindset
• Naturally warm and client-focused, representing the luxury brand voice
• Detail-oriented with a deep respect for wellness, discretion, and client confidentiality

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• Perks & Benefits:
• Spa service and product discounts
• Access to amenities and wellness circuit
• Opportunities for growth and ongoing training
• Positive, team-driven work culture in a serene, luxury setting

Job Type: Full-time

Pay: $ $18.00 per hour

Expected hours: 30 – 40 per week

Work Location: In person