Medical Spa Coordinator Job Description [Updated for 2025]

In the rapidly evolving world of health and wellness, the importance of medical spa coordinators cannot be overstated.

As the wellness industry continues to bloom, so does the demand for skillful professionals who can effectively manage, maintain, and elevate our medical spa services.

But what exactly does a medical spa coordinator do?

Whether you are:

• A job seeker looking to understand the core responsibilities of this role,
• A hiring manager trying to pinpoint the perfect candidate,
• Or simply curious about the operations of a medical spa,

You’re in the right place.

Today, we introduce a tailor-made medical spa coordinator job description template, crafted for effortless posting on job boards or career sites.

Let’s dive right into it.

Medical Spa Coordinator Duties and Responsibilities

A Medical Spa Coordinator is a critical link between the spa and the clients.

They are responsible for managing all aspects of the medical spa’s daily operations, ensuring client satisfaction, and fostering a positive and productive work environment for the staff.

The Medical Spa Coordinator’s duties and responsibilities include:

• Welcoming and assisting clients in a courteous and professional manner
• Scheduling appointments, managing reservations, and tracking customer flow
• Providing information about spa services and products, answering inquiries, and addressing client concerns
• Ensuring that the spa environment is clean, tranquil, and comfortable for clients
• Maintaining inventory of spa products and equipment, placing orders when necessary
• Overseeing billing procedures, processing payments, and managing financial records
• Assisting with marketing and promotional activities
• Coordinating training and development opportunities for spa staff
• Ensuring compliance with safety and sanitation regulations
• Managing client feedback and resolving any issues to ensure client satisfaction

 

Medical Spa Coordinator Job Description Template

Job Brief

We are seeking an organized and customer-focused Medical Spa Coordinator to join our team.

The Medical Spa Coordinator will be responsible for overseeing daily operations, scheduling appointments, managing client relations, and supporting our team of professionals in delivering exceptional care.

Candidates should have excellent administrative skills, a genuine interest in wellness and beauty treatments, and a strong commitment to providing superior client service.

 

Responsibilities

• Coordinate daily operations and ensure smooth workflows
• Schedule client appointments and manage appointment calendar
• Provide information to clients about treatments, procedures and policies
• Handle client inquiries and complaints professionally
• Assist in managing inventory and ordering supplies
• Support marketing efforts, including social media updates and promotional events
• Ensure compliance with safety and hygiene regulations
• Collaborate with team members to provide high-quality services
• Prepare and manage records and reports

 

Qualifications

• Proven experience as a Spa Coordinator or similar role
• Knowledge of beauty treatments and products
• Excellent organizational and multitasking abilities
• Outstanding communication and customer service skills
• Proficiency in relevant software applications
• High School Diploma; degree in hospitality management or relevant field is a plus

 

Benefits

• Health insurance
• Dental insurance
• Paid time off
• Professional development opportunities
• Discounts on spa services and products

 

Additional Information

• Job Title: Medical Spa Coordinator
• Work Environment: Spa setting with occasional requirements for weekend or evening shifts.
• Reporting Structure: Reports to the Spa Manager or Director.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Medical Spa Coordinator Do?

A Medical Spa Coordinator is a professional who works in a medical spa setting to ensure the smooth operation of the facility and provide exceptional customer service.

They are the first point of contact for clients, answering phone calls, scheduling appointments, and providing information about the spa’s services.

They are tasked with managing the calendar of appointments, ensuring that all treatments are booked correctly and that clients are reminded of their upcoming sessions.

The Medical Spa Coordinator also works closely with the medical team and other spa staff, helping to coordinate services, treatments, and consultations.

They may assist with procedures, under the supervision of the medical staff, and ensure that all necessary supplies are stocked and available.

They are also responsible for maintaining client records, including medical history and treatment details.

They are expected to understand and respect patient confidentiality and HIPAA laws.

Additionally, they may handle billing and transactions, manage inventory, and maintain the cleanliness and comfort of the spa environment.

The Medical Spa Coordinator also plays a key role in marketing and promoting the spa’s services.

They may help develop marketing materials, manage social media accounts, and host special events to attract and retain clients.

 

Medical Spa Coordinator Qualifications and Skills

A proficient Medical Spa Coordinator should have the skills and qualifications that align with the role, such as:

• Excellent customer service skills to interact with clients, understand their needs, and ensure their satisfaction with the services provided.
• Good understanding of spa services, treatments and products to advise clients and answer their inquiries accurately.
• Strong organizational skills to manage appointments, keep track of staff schedules, and ensure smooth daily operations.
• Ability to handle administrative tasks such as maintaining client records, managing inventory, and handling payments.
• Excellent communication skills to effectively liaise between clients and staff, and to promote the spa’s services and products.
• Problem-solving skills to address and resolve any issues or conflicts that may arise between staff and clients or within the team.
• Knowledge about health and safety regulations in a spa environment to ensure the well-being of clients and staff.
• Marketing skills to help promote the spa and its services to potential clients and retain existing ones.

 

Medical Spa Coordinator Experience Requirements

Medical Spa Coordinators are typically required to have at least 2 to 3 years of experience in the aesthetics or healthcare industry.

This experience can be obtained through employment in roles such as Receptionist, Customer Service Representative, or Medical Office Assistant at a medical spa, dermatology clinic, or other healthcare facility.

They often possess experience in handling administrative tasks such as scheduling appointments, managing patient records, and coordinating with medical staff.

Practical knowledge of medical terminology and procedures, as well as a basic understanding of aesthetic treatments, is also advantageous.

Candidates with more than 3 years of experience generally have developed their customer service skills and are adept at multitasking, both of which are crucial in ensuring smooth spa operations.

Those with over 5 years of experience in the field have likely gained significant managerial and supervisory experience.

They may have developed advanced skills in managing staff, overseeing daily operations, and maintaining high levels of client satisfaction.

These candidates are typically considered for senior or managerial positions within the spa.

In addition to work experience, many employers prefer candidates who hold a degree or certification in a related field, such as healthcare administration, nursing, or aesthetics.

Relevant training or certification in spa management may also be beneficial.

 

Medical Spa Coordinator Education and Training Requirements

Medical Spa Coordinators generally have a high school diploma or equivalent, but a bachelor’s degree in healthcare administration, business management or a related field is often preferred.

They should have experience in a spa, medical, or healthcare environment, often including administrative roles or patient coordination.

Additionally, they are usually expected to have knowledge about treatments, processes, and products offered in a medical spa setting.

This can be obtained through on-the-job training, but additional courses in aesthetics, cosmetology, or related fields can also be beneficial.

Some positions may require Medical Spa Coordinators to hold a certified medical assistant or licensed practical nurse certificate.

While not always required, some Medical Spa Coordinators may choose to pursue certification in medical spa coordination or healthcare administration to enhance their credentials and demonstrate their dedication to the role.

Strong customer service skills, knowledge of medical terminology, and proficiency in healthcare software systems are also usually necessary.

Lastly, due to the nature of the role, it is essential for Medical Spa Coordinators to stay updated on the latest trends, treatments, and regulations in the medical spa industry.

 

Medical Spa Coordinator Salary Expectations

A Medical Spa Coordinator earns an average salary of $38,612 (USD) per year.

The actual earnings can differ significantly based on the level of experience, qualifications, location, and the hiring company.

 

Medical Spa Coordinator Job Description FAQs

What skills does a Medical Spa Coordinator need?

Medical Spa Coordinators should have strong organizational and administrative skills, as they are responsible for managing appointment scheduling, billing, and patient records.

They should also have strong interpersonal skills to communicate effectively with patients, staff, and vendors.

Knowledge of spa services, skincare products, and basic medical terminology is also beneficial.

 

Do Medical Spa Coordinators need a degree?

A degree is not always necessary for a Medical Spa Coordinator role, but some employers may prefer candidates with a degree in healthcare administration, business, or a related field.

Experience in a medical or spa setting can be equally or more important.

Relevant certifications in aesthetics or spa management can also be advantageous.

 

What should you look for in a Medical Spa Coordinator’s resume?

A Medical Spa Coordinator’s resume should showcase experience in a spa, healthcare, or customer service setting.

They should demonstrate strong organizational skills, familiarity with scheduling software, and a track record of excellent customer service.

Any certifications in spa management or medical administration would also be a plus.

 

What qualities make a good Medical Spa Coordinator?

A good Medical Spa Coordinator is highly organized, detail-oriented, and excellent at multi-tasking.

They should have a friendly, professional demeanor, and excellent communication skills to interact with patients, staff, and vendors.

Knowledge of spa services and products, as well as a commitment to maintaining a clean and welcoming environment, are also key qualities.

 

Is it difficult to hire a Medical Spa Coordinator?

Hiring a Medical Spa Coordinator can be challenging due to the specific blend of administrative, customer service, and industry-specific skills required.

It’s important to offer competitive compensation and a positive work environment to attract top candidates.

In some areas, there may be a high demand for experienced professionals in this role.

 

Conclusion

And there you have it.

Today, we’ve unveiled the reality of working as a Medical Spa Coordinator.

Surprised?

It’s not just about scheduling and client management.

It’s about creating a serene environment for wellness and rejuvenation, one appointment at a time.

With our prime Medical Spa Coordinator job description template and real-world examples, you’re ready to make your mark.

But why stop here?

Delve deeper with our job description generator. It’s your springboard to meticulously crafted listings or fine-tuning your resume to brilliance.

Remember:

Every appointment scheduled contributes to the bigger picture of health and wellness.

Let’s create that haven. Together.

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