Clinic Operations & Client Experience Coordinator

About Eminence Medical Aesthetics

Eminence Medical Aesthetics is a leading luxury medical spa in Princeton, NJ specializing in advanced aesthetic treatments, skincare, injectables, and laser services. We are known for exceptional client care, clinical excellence, and a high-end service experience.

We are growing and seeking a Clinic Operations & Client Experience Coordinator to support daily clinic operations, scheduling, client communication, provider workflow, and front-of-house client experience.

Position Summary

The Clinic Operations & Client Experience Coordinator supports both back-office clinic operations and front desk client experience. This role ensures smooth daily workflow, schedule accuracy, provider readiness, inventory organization, and a luxury client experience from arrival through checkout.

This is an excellent opportunity for candidates with experience in medical spa, dermatology, plastic surgery, aesthetics, medical office or high-end hospitality environments.

Key Responsibilities

Medical Office Operations & Scheduling

Confirm and optimize next-day schedules

Manage waitlists and appointment flow

Send appointment reminders (text / phone)

Monitor schedule accuracy, including room, device, and documentation readiness

Client Communication & Front Desk Support

Answer incoming calls, voicemails, and text-based client communication platforms

Maintain professional, friendly, customer-service focused communication

Ensure all client messages are responded to daily

Medical Spa Client Experience

Greet clients and maintain a welcoming, high-end environment

Support client flow from check-in through checkout

Maintain waiting area, retail displays, and hospitality areas

Assist with client check-in and required paperwork

Support before-and-after photo workflow and photo organization

Provider Support & Clinical Flow

Communicate client readiness to providers

Assist with treatment room preparation and turnover

Support pre-treatment setup per training and protocols

Maintain treatment room organization and supply stocking

Assist with device and equipment readiness

Checkout, Retention & Sales Support

Perform or assist with accurate client checkout

Support appointment rebooking and client retention

Support retail/service recommendations when appropriate

Encourage positive client reviews and reputation management

Inventory & Supply Management

Perform routine inventory checks (treatment rooms, retail, backbar, supplies)

Support supply ordering and restocking

Monitor and remove expired or soon-to-expire products

Medical Documentation & Patient Files

Maintain intake forms and consent documentation

Upload and organize patient chart documents including labs, photos, forms, etc.

Maintain client photo albums and image organization

Reporting & Administrative Support

Monitor cancellation reports

Support promotions, events, and client outreach initiatives

Support loyalty and rewards program tracking

Qualifications

1+ years medical spa, dermatology, plastic surgery, medical office or high-end hospitality experience preferred

Strong customer service/hospitality and patient care skills

Experience with EMR, scheduling software, or medical systems preferred

Strong organization and multitasking ability

Professional communication and phone skills

Detail-oriented and team-focused

Sales awareness and client retention mindset preferred

Compensation & Benefits

Competitive hourly pay (based on experience)

Performance bonus opportunities

Employee treatment and product perks

Ongoing training and career growth opportunities

Supportive, team-oriented culture