Front Desk Coordinator

Role: Front Desk Coordinator (Full-Time)
Location: Brickell, Miami, FL (On-Site)
Compensation: $70,000 + commission (Total compensation package details discussed during interview)

MDW is more than a medical spa; we are a destination for premium aesthetics and transformative self-care. We are dedicated to providing an unparalleled client journey, combining cutting-edge treatments with a warm, luxurious, and results-driven approach. We are looking for a dynamic and organized leader to be the heartbeat of our clinic, ensuring every client interaction and internal process reflects our commitment to excellence.

The Role: The Heart of the Clinic & The Glue of the Team

Are you a natural-born leader with a passion for creating seamless, five-star experiences? Do you thrive in a fast-paced environment where you can flex your operational prowess, sales acumen, and people skills all in one day? If so, we want you to lead our front-of-house team and orchestrate the daily rhythm of our clinic.

As our Clinic Operations & Experience Lead, you are the central hub of our practice. You are the first and last impression for our clients, the operational wizard who keeps things running smoothly, and the strategic partner who ensures our clinical and business goals are met. You don’t just manage tasks; you cultivate a culture of warmth, efficiency, and accountability, ensuring every client leaves feeling amazing and every team member has what they need to succeed.

What You'll Do: Own the Experience, Drive the Business
Craft the Ultimate Client Journey

• Be the welcoming face of the clinic, greeting every client with genuine warmth and professionalism, setting the tone for a premium experience from the moment they walk in.
• Masterfully manage the front-desk flow, including seamless check-in/check-out, appointment scheduling (using Boulevard & GoHighLevel), and handling all client communication (phone, text, email) with speed, accuracy, and a calming presence. (We answer calls in 3 rings and return voicemails in 30 minutes!)
• Become a trusted resource, educating clients on treatments, products, and memberships, and ensuring they are well-informed on pre- and post-care instructions.
• Act as a client advocate, gracefully handling concerns and ensuring every issue is resolved quickly and positively, turning potential problems into loyalty-building moments.

Lead the Operations & Drive Team Success

• Serve as the central communication link between the front desk, clinical team, and management, ensuring a unified and flawless client experience. You are the glue that holds the day together.
• Host engaging weekly team huddles to celebrate wins, review KPIs, and align on goals, fostering a collaborative and motivated team spirit.
• Own the clinic's operational rhythm, from opening and closing procedures to managing inventory, overseeing cash handling, and ensuring a pristine, organized environment that meets clinical standards.
• Partner with management on staffing schedules, payroll preparation (Gusto), and resource planning to maintain smooth daily operations.
• Champion compliance, ensuring all HIPAA, OSHA, and company safety standards are not just met, but exceeded.

Fuel Growth Through Strategic Sales & Marketing

• Lead by example in our sales process, confidently communicating the value of our treatments, packages, and memberships to guide clients toward informed decisions that meet their needs.
• Collaborate with the clinical and marketing teams to optimize service conversions, promote retail products, and support revenue goals.
• Be the on-site champion for marketing initiatives, coordinating events, influencer visits, and ensuring all brand messaging is flawlessly executed.
• Track and report on key performance indicators (KPIs) like revenue, conversion rates, and client satisfaction, proactively identifying opportunities for growth and improvement.

Be the Systems & Process Guru

• Act as the on-site system administrator for our key platforms (Boulevard, GoHighLevel, Slack), managing user access, troubleshooting issues, and coordinating with support teams.
• Contribute to the development and documentation of SOPs, ensuring our best practices are scalable and ready for future growth.
• Support new initiatives, from launching new services to assisting with new location openings, by setting up systems and workflows to company standards.

Requirements

What You Bring to the Table:

• Experience: 1-3 years of experience in a medical spa, spa, or high-end hospitality environment is ideal. You understand the unique rhythm of a client-service business.
• A Leadership Mindset: You are proactive, take ownership of results, and lead with empathy and accountability. You’re not just looking for a job; you’re looking to make an impact.
• Operational Excellence: You are incredibly organized, detail-oriented, and thrive on creating order. You see the big picture while managing the tiny details.
• Sales Acumen: You are comfortable with the sales process and see it as a natural extension of excellent client service, matching clients with the perfect solutions.
• Tech-Savvy: You are comfortable learning and mastering new software. Experience with booking platforms, CRM (like GoHighLevel), and communication tools is a huge plus.
• Unwavering Professionalism: You maintain a calm, friendly, and polished demeanor in all interactions, handling sensitive client information with the utmost discretion.

Benefits

Why You'll Love Working With Us:

• Impactful Role: This isn't just a front-desk job. You will be a key leader, directly influencing our client experience, team culture, and business success.
• Supportive Environment: You’ll be part of a team that values collaboration, innovation, and celebrating achievements. We are invested in your success.
• Growth Potential: As we grow, so can you. This role offers a clear path for professional development within a thriving company.

Ready to be the heartbeat of our clinic? We want to hear from you! Apply today to start your journey with MDW.