Med Spa Aesthetic Coordinator - SVI Med Spa - FT - Day

Stormont Vail Health•Topeka, KS

22h•Onsite

About The Position

The Med Spa Aesthetic Coordinator is a dynamic, client-facing role responsible for delivering an exceptional guest experience while driving retail sales and managing the Med Spa's social media presence. This position serves as the first and last point of contact for clients and plays a critical role in brand representation, client retention, and revenue growth.

Requirements

High School Diploma / GED Required
Strong sales skills with a client-focused mindset
Excellent communication, interpersonal, and organizational skills
Professional appearance and ability to represent a luxury wellness brand
Familiarity with HIPAA, client confidentiality, and consent standards
Sales-driven with a consultative approach
Social media savvy with an eye for branding and aesthetics
Detailed-oriented and highly organized with the ability to multitask in a fast-paced environment
Comfortable engaging clients in person and online
Team-oriented with a positive, proactive attitude

Nice To Haves

Associate's Degree Preferred
1 year Experience in med spa, aesthetic, retail, hospitality, or sales environment Preferred
Prior experience with photography, social media platforms, and basic content creation Preferred

Responsibilities

Greet and check in clients in a warm, professional, and polished manner
Manage scheduling, confirmations, and client flow to ensure smooth daily operations
Provide knowledgeable answers to client questions regarding services, products, and promotions
Maintain accurate client records, consents, and intake forms in the scheduling system
Take high-quality before and after photos following established protocols
Ensure proper lighting, positioning, consistency, and client consent
Upload, organize, and securely store photos in compliance with company policies
Coordinate photos for approved marketing and social media use
Manage and post content across social media platforms (e.g., Instagram, Facebook, TikTok)
Capture in-clinic content including treatments, product highlights, staff features, and promotions
Respond to messages, comments, and inquiries in a timely and professional manner
Collaborate with leadership on marketing campaigns, promotions, and content calendars
Track engagement metrics and support growth of online presence
Assist management in ensuring the completion of assigned tasks, accurate documentation, appropriate schedule coverage, and timely ordering of supplies while maintaining fiscal responsibility.
Work independently using sound judgment to prioritize administrative tasks and escalate matters appropriately to leadership
Compose, prepare, and manage confidential correspondence, reports, and internal documents
Maintain department calendars, including appointments, meetings, and special events
Coordinate meetings, trainings, and marketing initiatives; prepare agendas and supporting materials as needed
Greet clients, vendors, and team members professionally and direct inquiries appropriately
Track schedules, staffing needs, and workflow to support smooth daily operations
Generate operational and scheduling reports to assist leadership with decision-making
Maintain organized digital and physical filing systems in compliance with HIPAA and company policies
Support leadership with administrative projects to ensure efficiency and continuity of clinic operations
Assist with payroll support, time tracking, and coordination with human resources when required
Support special projects with minimal oversight, including operational improvements and marketing initiatives
Draft and distribute internal communications, memos, and team updates
Prepare meeting notes, summaries, and follow-up documentation
Serve as an administrative resource for team members, providing guidance on procedures and systems
Perform additional administrative duties as assigned to support clinic growth and operational excellence
Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
Performs other duties as assigned