Overview
Medical Spa Receptionist/Patient Care Coordinator Jobs in Portland at Ortho-Rejuv Wellness and Aesthetics
Ortho Rejuv Wellness and Aesthetics is looking for a polished, dependable, and client-focused Medical Spa Receptionist/Client Care Coordinator to join our med spa team. This role is the first impression of our practice and is critical to creating a welcoming, professional, and high-touch client experience.
We are looking for someone who is organized, warm, proactive, and comfortable following up with leads, scheduling consultations, supporting client retention, and helping convert inquiries into booked appointments.
Key Responsibilities
- Greet patients and clients with a professional, friendly, high-end customer service approach
- Answer phones, respond to messages, and manage appointment requests promptly
- Schedule consultations, treatments, follow-ups, and provider calendars
- Follow up with new leads, website inquiries, social media inquiries, and prospective clients
- Use Aesthetic Record for scheduling, client documentation, forms, payments, and communication
- Use LeadAR or similar lead-management tools to track, follow up, and help convert leads
- Confirm appointments and help reduce cancellations/no-shows
- Check clients in and out, collect payments, and assist with retail/product purchases
- Educate clients on general service offerings and direct clinical questions to licensed providers
- Maintain a clean, organized, professional front desk and reception area
- Support client retention, rebooking, memberships/packages, and promotional campaigns
Preferred Qualifications
- Prior front desk, medical office, med spa, dermatology, plastic surgery, aesthetics, dental, or wellness practice experience
- Experience with Aesthetic Record strongly preferred
- Experience with LeadAR or lead follow-up systems a
- Strong phone, text, and email communication skills
- Comfortable with client follow-up and soft sales/conversion conversations
- Professional appearance and polished communication style
- Reliable, punctual, and able to work Saturdays
- Organized, detail-oriented, and able to multitask in a busy environment
- Friendly, proactive, and service-driven
- Maintain confidentiality and follow HIPAA/privacy expectations
- Assist the team with daily administrative tasks as needed
Ideal Candidate
The ideal candidate enjoys working with people, understands the importance of excellent client care, and can balance hospitality with strong administrative follow-through. You should be comfortable helping clients feel welcome while also keeping schedules, leads, payments, and communication organized.
Full-time schedule:
Monday: 8:30 AM – 4:30 PM
Tuesday: 8:30 AM – 4:30 PM
Wednesday: 8:30 AM – 4:30 PM
Friday: 8:30 AM – 4:30 PM
Saturday: 8:30 AM – 1:00 PM
Benefits
- Competitive hourly pay*
- Paid training
- Employee discounts on select services/products
- Positive, professional med spa environment
- Opportunity to grow with the business
To Apply
Please submit your resume and a brief note explaining your experience with front desk coordination, client care, lead follow-up, and any experience with Aesthetic Record or LeadAR to [email protected]
*Compensation
$22–$25 per hour, depending on experience
Higher consideration may be given to candidates with direct Aesthetic Record and LeadAR experience.
Pay: $22.00 – $25.00 per hour
Benefits:
- Employee discount
- On-the-job training
- Paid sick time
- Uniform allowance
Work Location: In person
Title: Medical Spa Receptionist/Patient Care Coordinator
Company: Ortho-Rejuv Wellness and Aesthetics
Location: Portland
