Medical Office Assistant (MOA) & Guest Services Coordinator
GLO Antiaging Treatment Bar – Calgary, AB
GLO Antiaging Treatment Bar is looking for an energetic, professional, and highly organized team member to join our growing team as a Medical Office Assistant (MOA) & Guest Services Coordinator.
Our team retention is well above industry standards because we invest heavily in education, mentorship, and support while fostering a positive workplace culture where people genuinely enjoy what they do. We are committed to helping our team members grow professionally and take pride in creating meaningful opportunities for advancement within the company.
This is a full to part-time position, with compensation based on experience, competency, and the assets you bring to the role.
At GLO, our Guest Services Team is the heart of the clinic and the center of the action. Every day is unique, fast-paced, and rewarding. We are a team of creative, highly skilled professionals with a passion for helping our patients look and feel their best. We are seeking someone who genuinely enjoys delivering exceptional customer service, thrives in a busy environment, and is interested in building a long-term career with opportunities for growth.
About the Role
As a Medical Office Assistant and Guest Services Coordinator, you will be responsible for creating an exceptional patient experience from the moment a patient contacts our clinic to the completion of their treatment journey. You will provide administrative support, assist with medical office operations, coordinate appointments, support our providers and management team, and ensure the clinic runs smoothly and efficiently.
Duties and Responsibilities
Guest Services & Patient Experience
- Welcome patients and visitors with professionalism and warmth
- Schedule, confirm, and manage appointments in person, by phone, email, and text
- Provide information regarding treatments, products, and services offered at GLO
- Ensure an exceptional patient experience at every touchpoint
- Cross-sell and educate patients on skincare products, treatments, and promotions
- Answer incoming calls and respond to inquiries promptly and professionally
- Record detailed messages and communicate effectively with management and providers
Medical Office Assistant Duties
- Prepare and maintain patient charts and records
- Assist with patient intake, forms, consents, and documentation processes
- Ensure patient records are complete, accurate, and confidential
- Coordinate communication between patients and providers
- Support clinic workflows and assist with treatment room readiness as required
- Assist with processing referrals, requisitions, and patient correspondence when applicable
- Maintain compliance with clinic policies, privacy standards, and medical office procedures
Administrative & Office Support
- Maintain and update patient databases and CRM systems
- Assist with data entry and record management
- Prepare, photocopy, scan, and organize
- Assist with inventory management, product receiving, and merchandise restocking
- Support management with various administrative projects
- Utilize Microsoft Excel for spreadsheets, reporting, inventory tracking, and data management
- Utilize Microsoft Word for document creation, formatting, correspondence, and administrative tasks
Clinic Operations
- Maintain a clean, organized, and professional clinic environment
- Assist with daily cleaning and opening/closing duties
- Support retail merchandising and product displays
- Follow clinic security standards and procedures
- Collaborate with providers, consultants, management, and fellow team members to ensure smooth daily operations
Qualifications
Required
- Minimum 1–2 years of experience in a Medical Office Assistant, medical clinic, cosmetic medical aesthetics clinic, healthcare, or related customer service environment
- Excellent written and verbal English communication skills
- Strong customer service and interpersonal skills
- High level of professionalism and attention to detail
- Proficiency in Microsoft Office, including:
- Microsoft Word
- Microsoft Excel
- Microsoft Outlook
- Strong organizational, multitasking, and time-management abilities
- Ability to thrive in a fast-paced environment
- Self-motivated and capable of working independently
- Strong problem-solving and follow-up skills
- Eagerness to learn and grow within the organization
Assets
- MOA Certificate or Medical Office Assistant experience
- Cosmetic medical aesthetics experience
- Retail sales experience
- Point of Sale (POS) experience
- Experience with EMR systems or patient management software
- Inventory management experience
Why Join GLO?
- Work with one of Calgary's leading medical aesthetics teams
- Be part of a supportive, collaborative, and positive culture
- Ongoing education and professional development opportunities
- Opportunities for advancement and career growth
- Employee treatment and product incentives
- Work in a dynamic environment where no two days are the same
If you are passionate about patient care, thrive in a fast-paced environment, and are looking for a career with growth potential, we would love to hear from you.
Pay: $19.00-$26.00 per hour
Benefits:
- Dental care
- Extended health care
- Paid time off
Work Location: In person
