Care Coordinator

The Role

The Care Coordinator is the first face every client sees and the operational backbone of the studio day-to-day. You’ll run the front desk, manage our scheduling and POS system (Boulevard), handle client communications across phone/text/email/DM, process payments, and keep the studio running tight from open to close.

This is a hands-on operations role. You’re not just answering phones — you’re the person who makes sure the day goes smoothly, the client feels taken care of, and nothing falls through the cracks.

What You’ll OwnFront desk & client experience

• Greeting clients, offering refreshments, running check-in and check-out
• Owning the studio’s opening (8:30am) and closing (3:30pm/1:30pm Sat) routines — cleanliness, lighting, music, treatment room readiness
• Keeping the lobby, front desk, and shared spaces looking sharp throughout the day

Scheduling & client communications

• Managing all appointments in Boulevard — booking, rescheduling, cancellations, no-shows
• Answering the clinic phone live during business hours and returning missed calls same-day
• Responding to Boulevard Messages, Instagram DMs, Yelp inquiries, and email within our SLAs
• Communicating in English and Spanish based on client preference

Payments & POS

• Running checkout in Boulevard — services, retail, memberships, digital gift cards
• Processing Cherry financing applications and helping clients through the application
• Handling refunds up to $400 and discounts up to 15%; escalating anything above
• Charging late-cancel and no-show fees per policy

Telehealth coordination

• Verifying payment is captured in Boulevard before any peptide/GLP-1 approval is routed
• Routing clinical questions to our PA-C, operational questions to the founders
• Logging approvals and renewal dates on client profiles
• Confirming clients received their shipments and understand their protocol

Daily operational rhythm

• Posting an end-of-day Slack digest summarizing the day (clients seen, no-shows, supply flags, anything the team needs eyes on tomorrow)
• Flagging supply needs, BLVD issues, or anything broken in the studio
• Participating in weekly team standups and the monthly retro

Client growth & retention (commission-eligible)

• Working Yelp leads, Instagram inquiries, and website form fills — calling, texting, and converting them into booked consults
• Re-engaging past clients who cancelled, no-showed, or didn’t move forward — bringing them back with the right offer at the right time
• Recommending relevant add-ons, retail, memberships, and program upgrades at checkout when they genuinely fit the client
• Identifying clients who’d benefit from Cherry financing or moving from month-to-month to a 12-week program
• Using slow periods productively — outreach calls, follow-ups, lead lists, and studio improvements rather than waiting for the next walk-in

What You Bring

Required

• Fluent in English and Spanish (written and spoken)
• 2+ years in a customer-facing role with real ownership (front desk, hospitality, retail, healthcare reception, or similar)
• Comfort with technology and learning new systems quickly — we run on Boulevard, Slack, Google Suite, and several other tools
• Strong written communication — you’ll be sending dozens of messages a day, and tone matters
• Ability to work the full schedule, in-person, including Saturdays

Strongly preferred

• Experience in a med spa, aesthetics clinic, dermatology office, or wellness/medical setting
• Prior experience with Boulevard (BLVD) — scheduling, POS, messaging, charts
• Experience with opening/closing checklists, daily cash/card reconciliation, and inventory spot-checks
• Familiarity with HIPAA basics and handling client information appropriately

The intangibles that actually matter

• Personable, warm, and genuinely friendly — clients should feel welcomed the second they walk in
• Bright and quick on your feet — you can read a room, anticipate what’s needed, and solve small problems before they become big ones
• Organized and detail-oriented — you don’t let things slip
• Direct and over-communicates — when something’s off, you flag it instead of working around it
• Ownership mindset — this is your front desk
• Comfortable picking up the phone — you don’t flinch at calling a lead, following up on a no-show, or working a list during a slow stretch

Why This Job

• Small team, real impact. Four people run the studio. What you do shows up in the client experience immediately.
• Modern, well-designed clinic. This isn’t a bleach-and-fluorescent-lights medical office. We’ve put real care into the space, the systems, and the brand.
• Clear systems and SOPs. We’ve documented how we do things — you won’t be guessing. You’ll also help us improve them.
• Growth path. As we grow, this role grows. We’re building, not maintaining.
• Commission upside. $25/hour base plus commission on retail, memberships, and program sales. The more you grow the practice, the more you earn.

Pay: $25.52 - $30.73 per hour

Work Location: In person