Front Desk Coordinator

Cosmetic Physician Partners•Scottsdale, AZ

4d•Onsite

About The Position

This is a full-time, onsite position with standard working hours (Monday to Thursday 8:30am-5:30pm, Friday 8:30am-1am, with occasional Saturday work once or twice per month). The role focuses on creating a welcoming environment, managing patient interactions, supporting promotional activities, and ensuring the smooth operation of the front desk in a medical spa setting. The company emphasizes a healthy work-life balance and a positive, people-first culture.

Requirements

Excellent communication skills and follow-through.
Experience in performing cross-promoting services, and skincare products, and the ability to close sales.
Excellent customer service with a patient focus.

Nice To Haves

2 or more years of experience in a medical spa, dermatology, or plastic surgery office is a plus.

Responsibilities

Create a welcoming and informative environment for customers by offering in-depth product knowledge, addressing their queries, and assisting them in making informed purchasing decisions.
Relay physician's credentials to patients when determining purchasing decisions.
Assist in maintaining visually appealing displays that highlight products and attract customer attention.
Ensure products are properly stocked and organized.
Build strong relationships with repeat customers by offering personalized attention and follow-up support.
Maintain a database of customer preferences for future reference.
Support promotional activities, events, and product launches by actively engaging customers and promoting featured products.
Collaborate with other team members and vendors to create a cohesive and customer-focused environment.
Actively seek customer feedback and communicate insights to the Cosmetic Supervisor to improve product offerings and service quality.
Ensure the cleanliness and hygiene of the medical spa, including sampling products and maintaining a tidy workspace.
Establish and maintain contact with patients considering or awaiting cosmetic procedures.
Maximize scheduling utilization by using a cancellation list, managing the lead list and CRM software, adding on procedures, etc.
Greet and check-in patients in a friendly and professional manner upon arrival.
Gather requisite patient information and place in chart and enter into computer.
Escort patients to exam rooms and maintain exam rooms between patients.
Check patients out and collect all fees as required.
Rebook clients for their next appointment.
Answer incoming phone calls, retrieve messages from voicemail, schedule appointments, record complete messages and direct callers to the appropriate personnel.
Manage the Skin Membership loyalty program.
Assist in managing Providers’ schedules to utilize cross referral opportunities.
Consistently update Excel tracking spreadsheets.
Act as a liaison between the patient and physician by scheduling recommended procedures, selling recommended product, and tracking closure rates.
Prepare End of Day Transaction Report, cash reconciliation, and close-out for manager approval.
Utilize patient reward programs including Alle and Aspire.