Scheduling Coordinator

Look Lab Med Spa•Phoenix, AZ

5d•Hybrid

About The Position

At Look Lab Med Spa, we live by our motto: “Look Good, Feel Good, Do Good.” We’re committed to helping patients feel confident and beautiful while promoting kindness and impact in everything we do. Our expert providers, trained in the latest Beverly Hills techniques, bring advanced skill and artistry to every treatment. We focus on natural, refined results and personalized care- always putting the patient first. We are expanding quickly and looking for a Scheduling Coordinator to help elevate the patient experience, support our daily operations, and contribute to the continued growth of who we are here at Look Lab Med Spa. Role Summary The Scheduling Coordinator role is essential in guiding patients through their first interactions with our clinics- handling welcome calls, managing complex scheduling across multiple locations, and providing knowledgeable, and unique support. The ideal candidate will be the coordinator between our marketing efforts and patient experience, ensuring every patient feels informed, confident, and excited about their care and visit to our clinics. This role requires strong communication skills, multitasking ability, and a passion for aesthetics.

Requirements

1+ years of experience in a front desk, coordinator, or client-facing role (medical spa, beauty, or wellness experience preferred)
Comfortable with phone calls, sales scripts, and patient conversion
Excellent verbal and written communication skills
Organized, detail-oriented, and able to multitask under pressure
Familiarity with Slack, The Google Suite, social media platforms, and CRM tools is a plus
Passion for aesthetics, skincare, and patient-centered service

Responsibilities

Manage appointment scheduling for multiple providers and clinic locations with precision and efficiency
Utilize scheduling systems to identify and offer the most optimal appointment times for patients while maintaining strong provider calendar utilization
Respond promptly to inbound scheduling inquiries via phone, text, social media, campaigns, and web channels
Assist new and returning patients with booking, rescheduling, and managing their appointments across all clinic locations
Monitor provider schedules and actively fill appointment gaps through waitlists, rescheduling opportunities, and schedule optimization
Confirm appointment details and ensure patients receive all necessary pre-appointment information and preparation instructions
Ensure all appointments are scheduled with the correct provider, service type, duration, and required resources
Create a warm, elevated experience that reflects Look Lab’s luxury brand and concierge-style care
Build rapport and instill confidence during every interaction with patients
Use Slack, Gmail, CRMs, and scheduling platforms to maintain clear communication and organized scheduling workflows
Support clinic and team goals through proactive schedule management and collaboration with clinic teams
Maintain a flexible schedule, including some evenings or weekends if needed