Virtual MedSpa Front Desk Assistant

We are seeking a polished, articulate, and exceptionally organized Virtual Front Desk Assistant to serve as the remote face of our brand. In this high-touch role, you will act as a virtual concierge—blending a warm, welcoming personality with sharp administrative expertise.

You will be communicating daily with our discerning, high-end metropolitan clientele, flawless verbal English with a completely clear, neutral accent is an absolute requirement. If you have a passion for the aesthetics industry, love creating unforgettable client experiences, and thrive in a fast-paced environment, we want to hear from you!

Core Responsibilities

Elite Scheduling & Calendar Optimization

• Multi-Provider Coordination: Masterfully manage the practice scheduling system, balancing the synchronized availability of medical staff, registered nurses (RNs), and estheticians.
• Density Management: Book consultations, treatments, and follow-ups while actively minimizing scheduling gaps; proactively fill short-notice cancellations using a digital waitlist.
• Automated & Manual Reminders: Dispatch timely appointment confirmations and pre-treatment protocols via phone, text, and email.

Luxury Client Communication & Retention

• Concierge Point of Contact: Serve as the primary virtual contact for all inbound inquiries, responding with a sophisticated, professional tone regarding services, pricing, and availability.
• Post-Treatment Continuity: Conduct proactive follow-up outreach to assess client satisfaction, answer post-care questions, and escalate clinical concerns to on-site medical staff.
• Re-engagement Campaigns: Execute targeted outreach to re-engage lapsed clients, promote aesthetic packages, and convert inquiries into booked memberships.

Practice Administration & Compliance

• Chart & Intake Governance: Maintain meticulous, up-to-date client records, ensuring all intake forms, medical consents, and pre-treatment documents are completed prior to appointment times.
• Sales Support: Assist clients with retail product orders, beauty package tracking, and membership program inquiries.
• Operational Tasks: Support the executive team with general administrative tasks, digital filing, reporting, and scheduled social media client communications.

Requirements

• Linguistic Mastery: Flawless verbal and written English communication skills with a completely neutral, accent-free delivery optimized for discerning, high-end metropolitan clients.
• Industry Experience: Minimum 2+ years of administrative or front-desk experience, strictly preferred within a MedSpa, dermatology, or plastic surgery practice.
• Software Competency: Direct experience navigating digital scheduling engines (e.g., Vagaro, Mindbody, Jane App, or similar CRMs).
• Compliance & Security: Proven ability to handle sensitive patient data in strict accordance with HIPAA privacy guidelines.
• Remote Infrastructure: Dedicated, completely quiet home office with a high-speed internet connection and a professional noise-canceling headset.
  
  Preferred Qualifications:
• Clinical Aesthetics Knowledge: Working familiarity with common medspa modalities, including injectables (Botox, fillers), lasers (BBL, Halo, IPL), clinical facials, skin resurfacing, and hair restoration.
• Skincare Literacy: Background knowledge of medical-grade skincare lines (e.g.