MedSpa Coordinator

Position Summary
The MedSpa Coordinator takes ownership of day to day operations. This role blends hospitality, sales, scheduling, and patient education to create an exceptional experience from the first inquiry through post treatment follow up. The coordinator steps in wherever needed to keep patients, providers, and the clinic running smoothly while supporting growth and performance.

Patient Experience and Sales

• Serve as the primary point of contact for all MedSpa patients


• Educate patients on services, pricing, memberships, and promotions


• Address patient concerns and needs with professionalism and empathy


• Collect reviews, testimonials and before and after documentation as needed


• Maintain HIPAA compliance and patient confidentiality

Scheduling

• Manage MedSpa schedules to maximize provider utilization and minimize gaps


• Coordinate treatments, packages, and series visits


• Assist in back-end EMA operations; i.e. build templates, appointment types, etc.


• Support cross clinic coordination between Duluth, Hibbing, Shoreview


• Provide front desk and phone support as needed

Product and Inventory Management

• Manage clinic inventory, ordering and restock


• Review, adjust and communicate product pricing in partnership with leadership


• Evaluate new products and present recommendations


• Support merchandising and retail displays


• Monitor expiration dates


• Participate in quarterly Inventory assessment and system updates

Operations and Marketing Support

• Support accuracy and verification of transactions in spa related apps; RepeatMD, Alle and Aspire


• Support payroll accuracy


• Coordinate communication with MedSpa reps and vendors


• Identify opportunities to improve profitability, efficiency, and patient experience


• Support promotions, events, and seasonal campaigns from planning through execution


• Train and support team member on MedSpa processes and systems


• Assist with maintaining MedSpa policies, procedures and documentation


• Ensure the med spa space is clean, stocked, and on brand


• Support additional projects and responsibilities as needed \

Qualifications

• Experience in med spa, dermatology, hospitality, or customer focused sales preferred


• Strong communication and relationship building skills


• Comfort with technology, scheduling systems, and point of sale tools


• Highly organized, detail oriented, and self-motivated


• Passion for skincare, aesthetics, and helping people feel confident

This position is ideal for someone who thrives in a fast paced environment, is technologically proficient, loves building relationships, and takes pride in creating organized, efficient systems that support growth. The ideal candidate is comfortable handling a variety of personalities, remains calm under pressure, and navigates challenging situations with patience and professionalism. This role directly supports the med spa, clinic leadership, and patient experience while helping drive revenue, retention, and operational excellence across Twin Ports Dermatology.