Job Description

Job Summary

We are seeking a friendly, polished, and highly organized Front Desk / Patient Coordinator to be the first point of contact for our patients and visitors. This role is key to ensuring smooth daily operations, providing exceptional client experiences, and helping drive the growth of our med spa. This role requires excellent communication skills, proficiency with electronic health record (EHR) systems to ensure smooth office operations and exceptional patient service

If you love working in a high-touch environment and enjoy helping clients feel confident and cared for, Lux Lab Aesthetics is the place for you.

Responsibilities

Client Communication & Scheduling Answer phone calls, emails, DMs, and text inquiries promptly and professionally Schedule, reschedule, and confirm appointments Greet clients warmly and ensure check-in/check-out runs smoothly Handle intake forms and consent paperwork Collect payments and manage the point-of-sale system Communicate effectively in English and Spanish (preferred) Lead Management & Follow-Up Pre-screen clients' needs to book the appropriate service Client Retention & Experience Send post-appointment follow-ups (thank-you messages, aftercare info, review requests) Assist with membership, referral, and promotional programs Personalize communication to build strong client relationships

Administrative Tasks

Maintain accurate client records in the booking system (e.g., Aesthetic Record or similar EMR) Assist product and supply inventory; notify providers when stock is low Help with filing, printing, and organizing digital/physical documents

Marketing Support

Assist with social media content collection and ideas (before/after photos, promotions)

Clinic Support

Keep reception area and treatment rooms clean, stocked, and presentable Prepare beverages or small comforts for clients (water, coffee, etc.) Assist injector and esthetician with light room setup or turnover as needed.

Preferred Skills & Traits

Friendly, polished, and confident communicator (in-person and over the phone) Bilingual (English/Spanish) strongly preferred Organized, detail-oriented, able to multitask efficiently Comfortable learning booking systems, CRM tools, and social media platforms Professional appearance consistent with a luxury med spa brand Prior experience in a med spa, salon, or medical office preferred
Job Types: Full-time, Part-time

Pay: $18.00 - $20.00 per hour

Expected hours: 25 - 33 per week

Benefits:

Employee discount On-the-job training Paid sick time Paid training
Work Location: In person