Front Office /Assistant Manager Patient Experience

Job Description

Job Description

Front Office & Patient Experience,

Leading to Assistant Manager

Position Type: Full-Time (approximately 30-33 hours per week)
Compensation: depending on experience. Estimated range below.
Reports To: Practice Manager / Owner

Position Overview

We are seeking a highly organized and personable Front Office & Patient Experience, Assistant Manager to support the daily operations of Allure Skin & Laser. This role combines front office coordination with client communication, inventory management, and social media engagement.

The ideal candidate will be proactive, detail-oriented, and comfortable balancing patient-facing responsibilities with administrative tasks and digital marketing support.

Key Responsibilities

Front Office & Operations

• Greet and assist patients with professionalism and warmth, ensuring an exceptional client experience.

• Manage incoming calls, check and respond to voicemails, and monitor/respond to inquiries sent to [email protected].

• Conduct daily client and lead follow-ups every morning.

• Maintain inventory of retail and treatment products, create ordering requests, and ensure product packages are prepared for each day.

• Support scheduling by confirming appointments and assisting with reschedules or cancellations.

Client Communication & Business Development

• Assist with client retention strategies, including reaching out to patients who have not visited recently.

• Help coordinate promotions, events, and patient communications in partnership with management.

• Track and follow up on lead activity to support clinic growth.

Marketing & Social Media

• Manage social media posting across Instagram, Facebook, and TikTok.

  • In-feed posts: 3 posts per week

  • Stories: At least 1 per day with a clear call to action (book an appointment, visit website, subscribe).

  • Highlight appointment availability and promotions to drive conversions.

• Capture, create, and repurpose engaging content to build awareness of Allure Skin & Laser services and products.

Performance Expectations / KPIs

Front Office & Client Support

• Response time: Voicemails and info@ inbox inquiries answered within 1 business day.

• Follow-ups: 100% of leads and client follow-ups completed daily by noon.

Inventory & Operations - Kendall

• Inventory checks: Conduct weekly stock reviews and submit ordering requests by end of week.

• Daily readiness: Ensure all product packages and pulling and preparing charts the day before.

Marketing & Social Media

• Posting frequency: Minimum of 3 in-feed posts per week and 7+ stories per week.

• Engagement tracking: Growth in followers, reach, and engagement month-over-month.

• Conversions: At least 1 clear call-to-action story per week driving traffic to booking link or website.

• Newsletters: Send 1 Newsletter Monthly to announce the blog, specials, and other updates from the medspa.

Client Retention & Growth

• Reactivation: Weekly outreach to patients who have not been serviced in 6+ Months.

• Lead tracking: 100% of new leads entered and monitored in CRM system.

• Event support: Successful coordination and communication for promotions and events, with post-event reports on engagement and attendance

Qualifications

• Prior experience in a medspa, spa, or medical office front desk preferred.

• Strong organizational skills with the ability to manage multiple priorities daily.

• Excellent written and verbal communication skills.

• Comfortable using scheduling software, CRM systems, and email platforms.

• Social media management experience (Instagram, Facebook, TikTok).

• Professional, warm, and approachable demeanor with a customer-first mindset.

Compensation & Benefits

• Hourly Rate: $22–$28/hour (depending on experience)

• Full-time (approximately 30-33 hours per week)

• Growth opportunities as the practice expands.

• Employee discounts on products and services (20%).

Schedule Requirements

• In office

Medical Aesthetic provider, we are on site physician supervised and believe that everyone should feel great coming to our office. We are a relaxed work environment focused on patient results. We are team focused and love to provide treatments with the newest technology including lasers and the best medical grade skincare.

Company Description

Medical Aesthetic provider, we are on site physician supervised and believe that everyone should feel great coming to our office. We are a relaxed work environment focused on patient results. We are team focused and love to provide treatments with the newest technology including lasers and the best medical grade skincare.