Front Desk Coordinator

Job Title:         Front Desk Coordinator

Department:     Store Administration

Salary: $16-$18 per hour, depending on experience level

Responsibilities:

• Maintain front area setup and appearance
• Check clients in and out for their appointments
• Describe products and explain their benefits and uses to potential customers
• Communicate with customers in person, by phone and by email to understand their needs
• Maintain a working knowledge of the company's various products and services
• Establish and nurture relationships with clients visiting the store
• Monitor messaging systems for client communications
• Complete administrative tasks, such as processing and recording sales, as needed
• Monitoring and accounting of product rebates and monthly promotions (2 hours/day): updating medical providers regarding specials and rebates available to clients. With the General Manager, interfaces with product representatives as needed, to coordinate specials and manage rebates. Correcting errors associated with codes and expired rebates.
• Med Spa Schedule: Working with the Clinical Administrator to optimize productivity by tracking in Excel: providers hours (productive/non-productive/training), identifying scheduling needs (high demand/low demand), vacation requests, appointment times and other data as requested. Assist management in onboarding for Medical provider by providing and planning scheduling needs, room occupancy, and service training.
• Med Spa Education and Event Schedule: With the Clinical Administrator, updates schedules and training calendar.  Disseminates information to medical providers regarding training dates, times, locations.  Manages logistics of training day: models (if needed), food, attendance, confirmations, etc.  Assist and support Revive Retail or Special Events as needed. Assist management in onboarding for Medical provider by providing and planning scheduling needs, room occupancy, and service training.
• Retention Analysis for medical providers: Working with the Clinical Administrator to assess and compile data on client visits  (using FileMaker) for each medical provider, to determine retention on a quarterly, semi-annual, or annual basis.
• Participates in management and provider meetings to take meeting minutes and provide updates regarding: inventory/rebate/schedule.
• Ticket Auditing (3 hours/day)
• Other duties and responsibilities as determined by upper management

Skills:

• Interpersonal skills and comfort with meeting new people on a daily basis
• Willingness to adapt
• Good at taking constructive criticism
• Quick thinking to provide creative solutions that address customers' needs and concerns
• Time management and prioritization skills to manage multiple appointments happening throughout the day
• Excellent written, verbal and listening communication
• Provide accurate, effective, and safe patient care
• Good organization and time management
• Possesses a spirit of teamwork
• Exercises empathy and compassion
• Able to work under pressure

Organizational Relationships: 

• Reports to Store Manager

Job Requirements:

• Must be able to lift 25 lbs
• HS Diploma required
• Please note that our business is subject to the CA Department of Health mandate for healthcare workers to be vaccinated, so vaccination is mandatory for all staff.

Experience, education, and training:

• One to two years of experience in a relevant area of aesthetic medicine
• 2-3 years of front desk experience
• Previous medical spa experience a plus
• Familiarity with relevant software, including Zenoti, Microsoft Office and Filemaker