Front Office Coordinator and Administrative Assistant

Benefits

• 401(k)
• Bonus based on performance
• Dental insurance
• Employee discounts
• Paid time off

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Are you a warm, polished, and detail-oriented professional who thrives in a fast-paced, client-facing environment? Do you have a passion for beauty, wellness, and providing exceptional service?

An internationally recognized Aesthetic Plastic Surgery and Medical Spa practice is seeking a dynamic Front Office Coordinator & Administrative Assistant to join our elite team. This role is essential to the day-to-day flow of the clinic and offers a unique opportunity to be the welcoming face and organizational force behind a world-class aesthetic brand.

Key Responsibilities

Front Office Coordination

Greet patients and guests with professionalism, warmth, and enthusiasm

Maintain an inviting, organized, and clean front office and waiting area Manage multi-line phone system, voicemail, and email inquiries Schedule appointments, coordinate follow-ups, and confirm patient visits Check in/out patients and process payments accurately Prepare patient intake packets and charts Triage office activity—know where patients and providers are at all times Take pre-op and post-op clinical photographs following practice standards

Administrative Support

Assist with inventory and ordering of office and skincare products

Respond to patient communications and inquiries via phone, email, and website Maintain and organize medical records, file releases, and patient data securely Support coordination of meetings, events, and speaking engagements for the practice Liaise with insurance providers and assist in claim follow-ups Work directly with practice leadership on scheduling, communications, and task management Ship products and maintain e-commerce skincare inventory

Ideal Candidate

Outgoing, polished, and professional in demeanor and appearance

Excellent verbal and written communication skills Highly organized, proactive, and comfortable with multitasking Experienced in front office or administrative roles, preferably in a medical or aesthetics setting Tech-savvy and proficient in office software, scheduling systems, and social media Familiar with medical terminology, insurance, or aesthetic treatments (preferred but not required) Sales experience is a plus!

Position Details

• Full-Time | Includes Evenings & Some Weekends