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