Client Coordinator

About Bare Medical Spa Laser Center

At Bare Medical Spa Laser Center, we are dedicated to providing exceptional, personalized care to each of our clients through state-of-the-art treatments and services. Our team offers a variety of advanced skincare, laser, and wellness therapies to help clients look and feel their best. We prioritize excellence in service and client satisfaction.

Position Overview

As the Client Coordinator at Bare Medical Spa Laser Center, you are the face of our spa and the first point of contact for our clients. Your role is crucial to creating a seamless, positive experience from the moment a client enters our spa, through their treatment process, and after they leave. You will ensure that the front desk operations run smoothly, appointments are managed efficiently, and clients receive the highest level of service.

Key ResponsibilitiesClient Service & Reception

• Welcome Clients: Greet clients warmly, confirm appointments, and ensure all necessary paperwork (medical forms, consent forms) is completed.
• Appointment Management: Schedule, confirm, and reschedule appointments via phone, email, or text. Manage calendar and minimize scheduling conflicts.
• Check-In & Check-Out: Ensure clients check in and out correctly, process payments accurately, and issue receipts.
• Client Follow-Up: Follow up with clients after appointments, ensuring satisfaction, addressing any concerns, and promoting rebooking.
• Retail Sales: Educate clients about retail products, make product recommendations, and process sales efficiently.
• Maintain Client Records: Ensure client information, medical history, and treatment records are up to date and accurate in the system.

Daily Operations & Cleanliness

• Facility Upkeep: Keep the reception area neat, organized, and clean. Replenish supplies (water, mints, pamphlets, etc.) as needed.
• Inventory Management: Regularly check stock levels of consumables, products, and supplies. Alert management when supplies are low.
• Prepare Treatment Rooms: Ensure that treatment rooms are clean and stocked with necessary supplies.
• Sanitize: Clean and sanitize all front desk areas, POS systems, phones, and common areas after each day.

Team Support & Communication

• Collaborate with Service Providers: Communicate important client details to service providers.
• Team Coordination: Participate in team meetings to discuss client feedback, upcoming promotions, and any operational issues.

Weekly and Monthly Responsibilities

• Client Communication: Send out appointment reminders, follow-up emails, and satisfaction surveys to clients. Maintain relationships to encourage repeat visits.
• Track Promotions: Ensure that current promotions or special packages are communicated to clients.
• Inventory and Ordering: Assist with inventory checks, ensuring that retail and treatment supplies are consistently stocked.

Administrative Tasks

• Documentation: Maintain accurate client records, treatment histories, and payment information for future reference.
• Assist in Billing: Process payments for services and products, manage financial transactions, and ensure billing accuracy.

Qualifications

• Strong communication skills and a friendly, approachable demeanor.
• Ability to multitask and stay organized in a fast-paced environment.
• Comfortable handling sensitive client information with confidentiality.
• Familiarity with scheduling software and POS systems.
• Detail-oriented with the ability to stay on top of inventory and daily operations.

Personal Attributes

• Client-Focused: Passionate about providing an exceptional client experience and making every client feel valued.
• Team-Oriented: Ability to work well within a collaborative environment and support team members.
• Proactive & Solution-Oriented: Ability to anticipate needs, solve problems quickly, and take initiative.
• Professional Appearance: Must maintain a polished, professional appearance that aligns with the high standards of Bare Medical Spa Laser Center.

Working Conditions

• Work Hours: Tuesday through Friday from 8:00am to 6:30pm and some Saturdays.
• Location: Bare Medical Spa Laser Center
• Physical Demands: Ability to sit or stand for extended periods, lift light boxes of supplies, and perform general office tasks.

Job Type: Full-time

Pay: $20.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Rotating weekends

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Burlington, VT 05401 (Required)

Ability to Relocate:

• Burlington, VT 05401: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $25