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., SkinBetter Science, ZO Skin Health, SkinMedica).
- Upselling Fluency: Natural ability to educate clients on the value of treatment packages, skincare regimens, and ongoing monthly memberships.
