**Job Overview**
As one of the top aesthetic providers in Scottsdale, SkinCeuticals SkinLab by Maffi Plastic Surgery, under the direction of Dr. Terry Maffi, MD, FACS is dedicated to delivering exceptional personalized care and treatment. Our goal is to offer a comprehensive range of aesthetic services in a comfortable and caring environment. As the Administrative Coordinator for SkinCeuticals SkinLab by Maffi Plastic Surgery, you will play a crucial role in supporting the daily operations of our medical aesthetic boutique while shaping and delivering an exceptional and seamless experience for our clients. You will be responsible for coordinating administrative tasks, ensuring smooth communication between staff members, and providing excellent customer service to our clients. Your organizational skills, attention to detail, and dedication to maintaining a professional and welcoming environment will contribute to the continuing success of SkinCeuticals SkinLab by Maffi Plastic Surgery.
**Duties and Responsibilities**
The job functions include, but are not limited to, the following:
*Ensuring that each client receives exceptional service by providing a friendly environment which includes:*
- Greeting and acknowledging each client.
- Assisting with customer inquiries and concerns.
- Creating and maintaining safe, professional, and luxury standards.
**Key Responsibilities**
*Administrative Support*
- Manage and organize appointment schedules for all clinics, including consultations, treatments, follow-ups, schedule blocks, and more.
- Handle phone calls, emails, text messages, and inquiries from clients, ensuring prompt and professional responses.
- Maintain accurate and up-to-date records of client information, treatment plans, and product recommendations.
*Client Interaction*
- Greet clients upon arrival, providing a warm and friendly atmosphere.
- Assist clients with filling out necessary forms and documentation.
- Address client queries, concerns, and feedback, and escalate issues to the SkinLab Manager when necessary.
*Product Knowledge and Sales*
-Stay informed about SkinCeuticals products, treatments, and skincare industry trends.
-Educate patients on skincare products, treatments, and post-treatment care.
-Support the sales process by promoting and upselling relevant skincare products.
*Coordination with Staff*
-Collaborate with the team to schedule appointments and coordinate patient care.
-Ensure seamless communication between providers and administrative staff.
*SkinLab Maintenance*
-Oversee the cleanliness and organization of the SkinLab.
-Manage inventory of skincare products, ensuring adequate stock levels..
*Consultation Support*
- Assist in coordinating and scheduling client consultations with providers.
- Provide information and support to help clients prepare for their appointments.
- Confirm appointment details with clients.
*Personalized Service*
- Anticipate and address client concerns, providing reassurance and guidance throughout their journey.
- Address and resolve client concerns promptly, collaborating with the providers as needed.
*Client Education and Communication*
- Serve as one of the primary points of contact for clients, actively listening to their concerns and addressing their questions, scheduling appointments, and providing information about procedures and services.
- Communicate effectively with clients through various channels, including phone calls, emails, text messages, and in-person interactions.
- Maintain ongoing communication with clients to build lasting relationships and encourage re-booking and positive online reviews.
- Educate clients on aesthetic treatments and services, pre-treatment, and post-treatment care, and answer any questions or concerns they may have.
- Ability to step in and perform a skin analysis when needed.
- Provide appropriate medical-grade skin care product recommendations. Product training will be provided.
*Scheduling and Coordination*
- Manage appointment schedules to optimize the efficiency of the practice.
- Coordinate with other team members to ensure smooth transitions between appointments.
*Client Relations Events*
- Organize and participate in events aimed at building relationships with clients, fostering a sense of community, and promoting the practice’s services.
*Client Confidentiality*
- Uphold strict client confidentiality and ensure compliance with HIPAA compliance.
*Additional Duties*
- Locking and securing the office when necessary.
- Maintaining adherence to all policies and procedures.
- Performing other duties as assigned.
**Minimum Qualifications**
- High School Diploma or GED required. Associate or bachelor’s Degree is a plus.
- Previous experience in a customer service or client relations role, preferably in a medspa, cosmetic surgery, or hospitality setting.
- Strong interpersonal and communication skills.
- Compassionate and empathetic attitude towards clients.
- Ability to handle sensitive information with confidentiality.
- Familiarity with aesthetic procedures and terminology is a plus.
- Proficient in basic computer skills and knowledge of relevant software applications.
**Employee Benefits Package**
- **Health First Coverage:** Enjoy peace of mind with comprehensive complimentary health care for you, ensuring you have access to medical services without the financial burden.
- **GlowUp Wellness Treatments:** Pamper yourself with our complimentary , and injection treatments, helping you look and feel your best with access to professional skincare services and non-surgical aesthetic procedures.
- **Paid Time Off:** Take the time you need to recharge with our Paid Time Off policy. Whether it's for a vacation, personal time, or mental health days, we support your well-being.
- **Family First Maternity Leave:** We prioritize your family with our generous paid maternity leave policy. Take the time you need to welcome your new addition with full financial support, ensuring a smooth transition back to work.
- **CelebrateYou Days:** Make your special days even more memorable with a day off on your birthday and work anniversary. Celebrate your milestones and achievements with a dedicated day to relax and enjoy.
- **Discounted Surgery:** Benefit from discounted surgical procedures, ensuring you can access the highest quality care at a reduced cost.
- **Discounted Friends & Family:** Extend our exceptional services to your loved ones with discounts for friends and family.
These perks reflect a commitment to employee well-being, both physically and emotionally, ensuring a balanced and supportive work environment. Join us at SkinCeuticals SkinLab by Maffi Plastic Surgery and be a part of our mission to exceed expectations with every client interaction!
**Pay Info:**
Starting from $21 plus retail sale commission, net of returns, depending on experience
**Joining SkinCeuticals SkinLab by Maffi Plastic Surgery as an Administrative Coordinator offers an exciting opportunity to contribute to the success of a leading skincare facility while working in a dynamic and rewarding environment.**
**Access to PHI (Protected Health Information)**
This position has extensive access to PHI. It requires access to computerized schedules and computerized or paper-based billing data. It also may require the review of client referral forms, lab results, tests, and encounter form data in the medical record in order to prepare client information for the physicians and clinical staff.
Job Type: Full-time
Pay: From $21.00 per hour
Expected hours: 38 – 40 per week
Benefits:
- 401(k)
- Dental insurance
- Employee discount
- Flexible spending account
- Health insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Weekends as needed
Experience:
- Customer service: 2 years (Required)
Ability to Commute:
- Scottsdale, AZ 85254 (Required)
Ability to Relocate:
- Scottsdale, AZ 85254: Relocate before starting work (Required)
Work Location: In person