Client Liaison & Office Operations Coordinator

SoVous•New York, NY

10d

About The Position

We are seeking a polished, highly organized, and proactive Client Liaison & Office Operations Coordinator to serve as the central point of coordination for our practice. This is not a traditional front desk role. While we are an aesthetics-focused practice, we operate first and foremost as a medical practice with concierge-level service standards. This position is ideal for someone who takes pride in ownership, thrives on structure and systems, and understands that exceptional client care depends on smooth, thoughtful operations behind the scenes. We are particularly interested in candidates with experience in healthcare, clinical settings, hospitality, or concierge-style environments. Prior medical aesthetics experience is preferred, but not required for candidates who bring a strong medical, hospitality, or operations background and a high level of professionalism. You will be the face of the practice, the steward of daily office flow, and a trusted operational support to providers and leadership. WHO THIS ROLE IS FOR This role is a strong fit if you: Take pride in being the person who keeps an office running smoothly and efficiently Are naturally organized, proactive, and detail-oriented Have experience in a medical, healthcare, hospitality, or concierge-style environment and understand structured workflows and discretion Feel confident setting boundaries and enforcing policies with professionalism Enjoy working with high-touch clientele in a polished, clinical setting Want a long-term role where you are trusted, relied upon, and essential This role is not a fit if you: Prefer a slow, passive, or loosely structured work environment Need constant supervision or step-by-step direction Are only familiar with a traditional spa or salon setting and are uncomfortable with medical-grade protocols and expectations WHY THIS ROLE MATTERS This position is essential to the success of our practice. When done well, it builds trust with clients, supports providers, and creates the structure that allows the entire team to perform at their best. Our most successful team members come from backgrounds where structure, accountability, and elevated service are the norm. We are looking for someone who wants to grow into this role, take pride in it, and be an integral part of our practice.

Requirements

Experience in healthcare, medical offices, concierge medicine, hospitality, or luxury service environments strongly preferred
Comfort working within structured, protocol-driven environments
Experience with scheduling systems, POS platforms, and EMR/eRx systems preferred
Strong organizational skills with the ability to manage multiple priorities calmly and effectively
Excellent verbal and written communication skills
Tech-savvy and comfortable using Mac systems, iPads, iPhones, and standard office software
Sales-minded with a service-first approach

Nice To Haves

Prior experience in medical aesthetics is a plus, but not required for candidates with strong medical or hospitality backgrounds

Responsibilities

Serve as the first impression of the practice, welcoming clients and managing all phone and in-person interactions with warmth and professionalism
Conduct detailed phone consultations with the goal of confidently booking in-office consultations and treatments
Book, confirm, and optimize appointments to support a full and well-paced provider schedule
Manage follow-up calls, post-procedure check-ins, and ongoing client communication
Handle situational or sensitive client correspondence with discretion and sound judgment
Own the day-to-day flow of the office from open to close, anticipating needs and preventing disruptions
Coordinate treatment room readiness, turnover, and overall workflow between providers and clients
Support patient check-in and check-out, rooming, post-treatment instructions, and skincare education
Maintain organization of treatment rooms, supplies, and equipment, including stocking, setup, and light cleaning (team-based effort)
Ensure operational standards, safety protocols, and office aesthetics are consistently upheld
Maintain thorough knowledge of services and skincare lines to confidently educate and support retail and service sales
Promote in-house products and services in alignment with provider recommendations
Complete required trainings and proactively stay informed on new offerings
Accurately maintain daily and monthly service logs
Utilize scheduling, POS, EMR, and eRx systems with precision and consistency
Assist with digital marketing initiatives, promotions, and occasional events as needed
Support leadership with independent projects and administrative follow-through
Uphold strict HIPAA, OSHA, and safety protocols at all times
Maintain confidentiality, professionalism, and discretion in all interactions
Demonstrate reliability, punctuality, and a team-oriented mindset