Front Desk Associate/Social Media Manager

We are currently seeking an experienced Patient Coordinator to lead daily operations in our fast paced Med Spa, located in Medford. This position is ideal for someone who is self motivated, pays attention to detail, thrives in a multi tasking role, and can take ownership of the full patient experience.

The Patient Coordinator is responsible for owning the day-to-day front-of-house experience, ensuring that every patient interaction—from first inquiry to post-treatment follow-up—is seamless, professional, and aligned with The Lip Loft’s brand

Key Responsibilities:

Patient Experience & Front Office Excellence

• Deliver a warm, polished, and highly professional welcome to every patient upon arrival
• Manage check-in and check-out with precision, including scheduling, payments, and documentation
• Maintain a calm, organized, and elevated front-of-house environment at all times
• Guide patients through services, memberships, and offerings with confidence and clarity
• Ensure every interaction reflects a high-touch, hospitality-driven experience

Scheduling, Flow & Daily Operations

• Own daily scheduling flow, ensuring efficiency across providers and services
• Anticipate and proactively adjust for delays, gaps, or changes in real time
• Coordinate patient communication including confirmations, rescheduling, and follow-ups
• Prepare charts, update patient notes, and support providers with administrative needs
• Maintain organization across systems with strong attention to detail

Patient Communication & Retention

• Respond to calls, texts, and emails promptly and professionally
• Conduct thoughtful post-appointment follow-ups to support retention and experience
• Build strong rapport with patients, contributing to long-term loyalty and trust

Payments & Transactions

• Process all payments accurately, including packages, deposits, and retail
• Apply promotions, rewards programs, and membership benefits appropriately
• Maintain discretion, accuracy, and professionalism in all financial interactions

Clinic Environment & Team

Support

• Uphold the visual and operational standards of the space, including cleanliness and organization
• Monitor inventory levels and communicate supply needs proactively
• Collaborate closely with providers and leadership to ensure seamless daily operations

Light Marketing & Content

Support

• Capture and post real-time, in-office content (primarily Instagram Stories) that reflects daily activity and patient experience
• Assist with cross-posting content across platforms (e.g., TikTok)
• Support implementation of promotions and marketing initiatives provided by leadership

Qualifications

• Minimum 2+ years of experience in a client-facing, hospitality, medical, or aesthetics environment
• Strong communication skills—professional, warm, and confident
• Highly organized with the ability to multitask and problem-solve in a fast-paced setting
• Strong attention to detail and a high standard for presentation and environment
• Comfort with scheduling systems, digital communication tools, and social media platforms
• Interest in medical aesthetics and a desire to grow within the industry

Pay: $52,000.00 - $56,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Paid time off

Work Location: In person