Client Coordinator
Vita Med Spa is a premier medical aesthetics and cosmetic clinic dedicated to helping clients look and feel their best through personalized, results-driven treatments. Our services include injectables, laser treatments, advanced skincare, body contouring, and other non-surgical aesthetic solutions, all delivered in a professional, discreet, and welcoming environment. We pride ourselves on providing an exceptional patient experience at every stage of the client journey.
Client Coordinator
As the first point of contact for our clients, our Client Coordinator plays an integral role in shaping the exceptional experience Vita Med Spa is known for, from a client's first interaction through every stage of their aesthetic journey. We are seeking a polished, organized, and client-focused professional who is passionate about delivering outstanding service, fostering meaningful client relationships, and supporting the smooth day-to-day operation of our clinic.
The Role
As our Client Coordinator, you'll be the face of Vita Med Spa, ensuring every client receives a warm welcome and an exceptional experience from the moment they connect with us. You'll coordinate appointments, manage client communications, support our clinical team, and help ensure the clinic operates efficiently while maintaining the high standard of service our clients expect.
Key Responsibilities
- Answer incoming phone calls, emails, and text messages promptly and professionally
- Book, confirm, reschedule, and manage appointments and consultations
- Manage the clinic calendar to maximize bookings and minimize gaps and no-shows
- Greet and check in patients, ensuring a welcoming and polished front-desk experience
- Complete patient intake and consent forms and maintain accurate records in our booking/EMR system
- Conduct all patient follow-ups (post-treatment check-ins, rebooking reminders, and recall outreach)
- Upsell and cross-sell treatment packages, memberships, and retail products to support patient goals and clinic revenue
- Convert inquiries and leads into booked consultations and treatments
- Process payments, deposits, and invoices accurately
- Manage and respond to online reviews and patient feedback
- Coordinate scheduling and communication between patients and practitioners
- Maintain a clean, organized, and well-stocked reception area
- Protect patient confidentiality and ensure all personal health information is handled in compliance with PHIPA and applicable privacy legislation.
What We’re Looking For
- Previous experience in a front-desk, reception, customer service, or medical/spa office role
- Strong sales instincts and comfort upselling packages and products
- Excellent written and verbal communication and a friendly, professional manner
- Highly organized with strong attention to detail and the ability to multitask
- Tech-savvy and quick to learn booking EMR and CRM software
- Discretion, professionalism, and respect for patient privacy
- Interest in or knowledge of the medical aesthetics / beauty industry is an asset
Considered an Asset
- Experience with social media and content creation (Instagram posts, Reels, Stories, photo/video editing)
- Comfort responding to comments and DMs and engaging an online community
- Experience with email marketing or email blasts
- Familiarity with Zenoti software
- Background or genuine interest in skincare, injectables, or aesthetics
Why Join Vita Med Spa?
- Compensation: Competitive hourly rate or salary, based on experience and employment status (part-time or full-time), plus performance-based commission/bonus on treatment package sales
- Employee discounts on treatments and skincare products
- Ongoing training and professional development opportunities
- Opportunities for career growth and advancement
- A collaborative, supportive team environment dedicated to exceptional patient care
To Apply
If you're passionate about delivering exceptional client care and are excited to join the Vita Med Spa team, we'd love to hear from you.
Please send your resume and a brief cover letter outlining why you'd be a great fit for the role, along with any relevant certifications, to [email protected].
Benefits:
Work Location: In person
