Overview
Front Desk Coordinator — Medical Aesthetics & Hair Restoration Practice Jobs in Roseville, CA at Medical Spa
Roseville, CA | $26–$32/hour | Full-time, Monday–Friday | Start Date: ASAP
The Opportunity
We’re a busy medical aesthetics and hair restoration practice in Roseville hiring an experienced Front Desk Coordinator who knows what it takes to run the front of a premium practice — and takes pride in being its first impression.
You’ll work alongside our Patient Development Lead, who owns deeper consults, treatment planning, and lead pipeline follow-up. Your role is the front desk done well — phones, check-in, check-out, scheduling — plus quick, confident answers to the basic service and pricing questions that come up dozens of times a day, with a sales mindset that turns inquiries into appointments.
This Is a Hands-On Seat
This is an in-the-seat, doer role. You’ll personally answer every call, check in every patient, book every appointment in our EMR, and run the move-up list. We’re hiring a doer, not an overseer — if you’re looking for a step up into a management or supervisory role, this isn’t it. If you’ve been the person actually running a front desk and you do it well, keep reading.
The Practice
Two brands under one roof:
- Laser Esthetica — injectables, laser treatments, body contouring, hormone therapy, skincare
- Sacramento Hair Doctor — FUE hair restoration surgery, PRP, exosomes
We use Prospyr as our EMR.
Your Day-to-Day
- Phones — answering quickly, warmly, and with a sales lens; every call is an opportunity, not just an inquiry
- Quick service and pricing questions — confidently and accurately, in person and over the phone
- Booking — turning interest into appointments; turning checkouts into next visits; turning "let me think about it" into "let’s get you on the calendar"
- Cancellation recovery — offering specific alternatives, not just accepting cancellations
- The move-up and cancellation list — actually maintained, actually worked
- Check-in and check-out with warmth and efficiency
- Patient texts and online inquiries — fast, accurate, conversion-minded responses
- Lobby presentation and patient flow
- Solo coverage during your teammate’s two half-day MA shifts (Mon AM, Wed AM) — backup always available
You won’t be running full treatment-plan consults or owning the lead pipeline — that’s our Patient Development Lead. Your job is to handle the volume of front-of-house interactions with a sales mindset, and hand off the deeper conversations cleanly.
What You Bring
- At least 1 year of medical spa experience AND at least 1 year of front desk/scheduling experience — both required, both as the person actually doing the work
- Polished, professional presentation — you’re the face of the brand and the first impression every patient gets when they walk in or call; you take pride in showing up well-put-together and composed
- Calm, organized presence — when patients see you and the front desk, they should immediately feel like this is a well-run practice
- Articulate and composed in conversation — clear, confident, and warm without being scripted
- A genuine sales mindset — you think in terms of converting interest into appointments, building rapport quickly, overcoming small objections, and never letting a patient leave or hang up without a next step
- Confident with quick service and pricing answers — comfortable saying "Botox is X per unit, we have Tuesday at 2 or Thursday at 10 — which works better for you?" without checking with someone first
- Tech-savvy and a fast learner — you can pick up a new EMR (Prospyr) quickly and become efficient within your first few weeks
- Proactive scheduling instinct — you assume the booking instead of asking permission
- Strong multitasker — phones, check-ins, and texts often come in at once; you can juggle without dropping
- Team player — you jump in to help without being asked, and you don’t bring drama into the workplace
- Reliable and punctual — the office can’t open without you
- Coachable — you take feedback as coaching, not personal criticism
- Calm under pressure — busy days and schedule changes don’t rattle you
- Genuine interest in aesthetics and wellness — you want to learn our services deeply and feel confident talking about them
- Solid typing speed — 45+ WPM
- Discretion — HIPAA and patient privacy are non-negotiable
What Makes You Stand Out
- Prior experience in a med spa, dental, or aesthetics practice where you handled treatment coordination, consult support, or financial conversations
- Track record of converting inquiries to appointments or upselling at checkout
- Experience with Prospyr, Aesthetic Record, Symplast, Nextech, or similar EMR
- Bilingual (Spanish)
- Retail, hospitality, or service-industry background with a track record of high-touch customer experience and sales
- Familiarity with injectables, laser, or hair restoration terminology
Not a Fit If
- You don’t have both medical spa experience AND front desk/scheduling experience as the person actually doing the work
- You’re looking for a management or supervisory role rather than a hands-on front desk seat
- You haven’t personally been the one running a front desk day-to-day in the past 2 years
- You don’t take pride in being the polished, professional first impression for a luxury aesthetics practice
- You’re uncomfortable talking about pricing or asking patients to book
- You take feedback as personal criticism rather than coaching
- You’re not curious about aesthetics, wellness, or what we offer our patients
- You’re slow with new technology
- You see the front desk as a passive, order-taking role
What You Get
- $26–$32/hour depending on experience
- Full-time, Monday–Friday schedule — no weekends, no evenings
- Paid time off after a 90-day introductory period
- 401(k) with employer match after 1 year
- Hands-on learning environment — attend rep-led product trainings from our partners (Allergan, Galderma, and others), learn alongside our providers, and build real fluency in our services and EMR through daily exposure
- Discounted services and products at our cost after the introductory period, subject to provider availability and scheduling
- A clear growth path in a fast-growing practice
- A beautiful office and a team that genuinely likes each other
How to Apply
Apply through Indeed with your resume and answer the screening questions. We respond to qualified applicants within 48 hours through Indeed messaging. Please do not call the office.
Pay: $26.00 – $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Employee discount
- Gym membership
- On-site gym
- Paid time off
Application Question(s):
- Are you available to work Monday through Friday, 40 hours per week, between 8:00 AM and 6:00 PM?
- Have you personally been the one answering phones, checking in patients, and booking appointments at a front desk within the past 2 years — not in a supervisory or management capacity? Please explain.
- Which EMR or scheduling systems have you used? Please list all.
- What is your approximate typing speed in words per minute?
- Walk us through what your last typical day at the front desk looked like — start of shift to end of shift, in concrete detail. What did your hands actually do?
- A patient calls to cancel a Botox appointment two days out. Walk me through what you’d say and how you’d handle it.
- Tell us about a time you converted a hesitant customer or patient into a booking, purchase, or commitment. What did you do and what was the result?
- What interests you about working at a medical aesthetics and hair restoration practice specifically?
Experience:
- front desk and med spa: 1 year (Required)
Ability to Commute:
- Roseville, CA 95661 (Required)
Work Location: In person
Title: Front Desk Coordinator — Medical Aesthetics & Hair Restoration Practice
Company: Medical Spa
Location: Roseville, CA
