Overview
YOUtopia Medical Spa is a growing, client-focused medical aesthetics clinic dedicated to helping clients look and feel their best through personalized treatment plans, advanced technologies, and exceptional customer care.
We are seeking a highly organized, proactive, and results-driven Medical Spa Manager & Client Experience Coordinator to oversee daily clinic operations while delivering an outstanding front desk experience. This is a hands-on leadership role that combines management responsibilities with front desk operations, client communication, sales support, and team accountability.
The ideal candidate is someone who thrives in a fast-paced environment, enjoys building systems, loves helping people, and understands that exceptional client experiences drive business growth.
Position Overview
This role serves as the operational backbone of the clinic. You will be responsible for managing day-to-day operations, overseeing client communications, optimizing schedules, tracking key performance indicators, supporting consultation conversion, and ensuring the clinic consistently delivers an exceptional experience.
You will work closely with the owner and service providers to improve operational efficiency, client retention, and revenue growth.
Key Responsibilities
Clinic Operations & Management
- Oversee daily clinic operations and ensure smooth workflow
- Maintain high standards of client experience and professionalism
- Monitor clinic performance and key business metrics
- Identify opportunities to improve systems and processes
- Ensure treatment schedules are optimized and productive
- Support implementation of clinic initiatives and promotions
- Maintain operational protocols and standards
- Assist with inventory oversight and clinic organization
Front Desk & Client Experience
- Answer incoming calls, emails, texts, and online inquiries
- Convert inquiries into booked consultations
- Schedule appointments and manage provider calendars
- Confirm appointments and reduce no-shows
- Manage cancellations and encourage rebooking
- Follow up with consultation leads and existing clients
- Execute client reactivation campaigns
- Process payments and maintain accurate client records
- Request and monitor online reviews
Sales & Retention Support
- Support consultation booking and attendance goals
- Track consultation outcomes and follow-up opportunities
- Assist with treatment plan and membership follow-up
- Help drive client retention and rebooking initiatives
- Support clinic revenue growth through strong client relationship management
Reporting & Accountability
- Track and report clinic KPIs
- Monitor consultation booking and show rates
- Monitor schedule utilization and rebooking rates
- Report on client retention and lead conversion performance
- Participate in weekly performance discussions with ownership
Qualifications
Required
- Minimum 2 years of experience in a management, operations, client care, or administrative leadership role
- Strong organizational and time management skills
- Exceptional communication and customer service abilities
- Ability to multitask in a fast-paced environment
- Strong problem-solving skills and attention to detail
- Comfortable with sales conversations and client follow-up
- Proficiency with computer systems and scheduling software
Preferred
- Experience in a medical spa, aesthetics, wellness, cosmetic, dental, healthcare, or luxury service environment
- Experience using Jane App or similar clinic management software
- Experience tracking KPIs and performance metrics
- Previous team leadership experience
Success in This Role Looks Like
- Consultation inquiries are responded to quickly and professionally
- Schedules remain organized and optimized
- Clients consistently receive an exceptional experience
- Consultation show rates and rebooking rates improve
- Team members remain accountable to clinic standards
- Operational systems are followed consistently
- Clinic KPIs are monitored and reported accurately
Compensation & Benefits
- Competitive salary based on experience
- Performance-based bonus opportunities
- Employee discounts on treatments and products
- Ongoing professional development opportunities
- Supportive and collaborative team environment
- Opportunity for growth within a growing medical aesthetics practice
Pay: $20.00-$30.00 per hour
Benefits:
- Company events
- Paid time off
- Store discount
Application question(s):
- Do you live within a 30minute drive of Fergus
Language:
Work Location: In person
