Front Desk Coordinator/Administrative Assistant

The DNA of Subbio Plastic Surgery and Med Spa:

Subbio Plastic Surgery and Med Spa is a premier destination for individuals seeking top-tier cosmetic and reconstructive procedures, that embodies sophistication, professionalism, and a commitment to delivering exceptional aesthetic results. With a focus on combining scientific expertise with artistic vision, Subbio Plastic Surgery and Med Spa is a sanctuary where clients can enhance their natural beauty in a supportive, elegant, and cutting-edge environment.

Job Description:

We are looking for a Front Desk Coordinator/Administrative Assistant that embodies the values, professionalism, and drive that Subbio prides itself on. This person must be a self-starter, organized, and possess elevated customer service experience. The ideal candidate will be the first point of contact for our clients, providing exceptional service and ensuring a welcoming atmosphere. Additionally, this candidate will support administrative needs of the office physicians and executives. The Front Desk Coordinator/Administrative Assistant will handle administrative tasks, manage appointments, and support our medical staff in delivering high-quality care.

Job Duties:

• Greet clients upon arrival with an elevated white glove treatment to ensure the premiere experience is consistent throughout their visit.
• Support the front desk during hours of operation with answering phones, scheduling, patient experience, and checking in/out patients.

· Answer phone calls and respond to inquiries regarding services, appointments, and products.

• Manage schedule and services waiting list to ensure optimal scheduling and utilization of our providers is maintained.
• Support patient communication including appointment reminders, consent follow-up, and any additional communication required.
• Manage patient and procedural consent distribution and collection through systems such as Klara.
• Process payments, issue receipts, and manage billing inquiries as needed.
• Promote additional services and products to enhance the client experience and drive sales.
• Handle client concerns or complaints professionally and escalate issues to management when necessary.
• Collaborate with medical staff to ensure smooth operations and effective communication.
• Assist in inventory management, including ordering and restocking products as necessary.
• Maintain current patient profiles and information in systems.
• Support administrative tasks for office physicians and executives.
• Manage physicians calendar and support logistics management such as travel, speaker engagement, etc.

Required Skills:

• Must be a self-starter, possess an entrepreneurial spirit, and be willing to take on a sales role to expand client base.
• Willingness to work evenings and weekends as required.
• Must be comfortable in a client facing role and possess a business development mindset and friendly disposition.
• Knowledge of Klara and/or NexTech systems a plus.
• Must be committed to customer service and client experience.
• Experience in a MedSpa/Plastic Surgery Practice a plus.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday
• Rotating weekends
• Weekends as needed

Work Location: In person