MedSpa Coordinator - Wayzata MN (Omni Cosmetic)

QualDerm Partners•Wayzata, MN

6d•Hybrid

About The Position

QualDerm Partners is seeking an experienced MedSpa Coordinator to join the Omni Cosmetic team in Wayzata, Minnesota. QualDerm Partners is committed to supporting patients’ lifelong skin and aesthetics wellness through exceptional care in dermatology, skin cancer treatment, cosmetics, and plastic surgery. The MedSpa Coordinator supports the day-to-day operations and client experience of the MedSpa, including appointment scheduling, provider calendar management, membership and billing administration, lead management, inventory and vendor coordination, and general administrative support. The role also assists providers with rooming patients and serves as a primary point of contact for new and prospective MedSpa clients. The role includes coverage at our Wayzata and St. Cloud locations as needed. The ideal candidate is polished, detail-oriented, highly organized, and comfortable balancing client service, sales, and operational responsibilities in a fast-paced aesthetic environment.

Requirements

1–2 years of experience in hospitality, medical office, spa environment preferred.
Strong customer-service mindset with polished communication skills.
Proficiency with scheduling, EMR, or CRM systems (e.g., Aesthetix, EMA, Aesthetic Record, Nextech, Mindbody).
Comfort managing inventory, vendor relationships, and basic financial reconciliation.
Experience with lead follow-up, consultation booking, or CRM-based client outreach preferred.
Ability to multitask and remain composed in a fast-paced environment.
Professional demeanor with excellent grooming and presentation.
Applicants must be currently authorized to work in the United States in a full-time basis.

Nice To Haves

Knowledge of aesthetic treatments and medical skincare is a plus.

Responsibilities

Create a welcoming, polished, and professional experience for all MedSpa clients.
Serve as a primary point of contact for new MedSpa patients and assist with questions, pricing, and general service information.
Check out patients and ensure an efficient end-to-end client experience.
Assist providers with rooming patients.
Communicate wait times and support overall client comfort.
Provide front desk coverage at the Wayzata and St. Cloud locations as needed.
Manage appointment scheduling for injectors, estheticians, and other providers.
Coordinate same-day changes, cancellations, and rescheduling.
Maintain provider calendars, including adding blocks, moving patients, and scheduling meetings.
Administer Wayzata RepeatMD memberships, including weekly reporting and membership charges.
Manage manufacturer loyalty and rewards programs, including Allergan Allē and Galderma ASPIRE, ensuring accurate enrollment, point redemption, promotions, and checkout processing.
Create MedSpa superbills.
Process payments and POS transactions and assist with financial reconciliation.
Coordinate inventory across medical, retail skincare, and office supplies, including vendors such as Medline, IS Clinical, SkinMedica, Amazon, and Staples.
Maintain retail inventory in EMA and conduct monthly product audits.
Receive and document orders placed through COUPA.
Monitor stock levels, restock products, and assist with supply ordering.
Serve as a point of contact for vendor representatives and coordinate lunch-and-learns, product launches, and related meetings.
Manage inbound MedSpa leads from phone, email, website forms, and social media.
Respond promptly to inquiries and maintain accurate lead information in Aesthetix (CRM).
Convert prospective clients into booked consultations and treatments and confirm appointments to minimize no-shows.
Conduct follow-up outreach with unconverted leads, unbooked consultations, and lapsed clients.
Support promotions, events, campaigns, and targeted client outreach.
Provide weekly reporting to the Practice Manager on lead volume, sources, conversion rates, and follow-up status.
Educate clients on procedures, memberships, loyalty programs, retail products, promotions, and pricing.
Support retail skincare sales by helping clients identify appropriate products.
Manage phone calls, emails, and online inquiries professionally and efficiently.
Maintain confidentiality and comply with HIPAA requirements.
Support MedSpa events, open houses, promotional campaigns, and event setup across locations.
Maintain a clean, organized, and well-stocked MedSpa environment.

Benefits

Competitive Pay
Comprehensive Health Coverage – Includes Medical, Dental, and Vision plans
Generous 401(k) Plan – Company matches 100% of the first 3%, plus 50% of the next 2%, with immediate vesting
Paid Time Off (PTO) – Accrue PTO from day one
6 paid holidays
2 floating holidays each year
Company-Paid Life Insurance – Peace of mind with basic life coverage, with the option for additional plans
Disability Protection – Short-term and long-term disability coverage
Additional Wellness Plans – Accident, critical illness, and identity theft protection plans
Employee Assistance Program (EAP) – Access confidential support for personal or work-related challenges
Exclusive Employee Discounts – Save on products and services
Referral Bonus Program – Earn bonuses by referring qualified candidates