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