Help Desk Manager Jobs in Santa Rosa, CA (NOW HIRING)

Aesthetic Front Desk Patient Coordinator

The Modern Woman Med Spa | Santa Rosa, CA Tuesday–Friday | 4-Day Workweek

This is not a traditional receptionist position.

At The Modern Woman Med Spa, our Front Desk Patient Coordinator is the gatekeeper of the patient experience.

You are often the first voice a prospective patient hears, the first person she sees when she arrives, and the person who helps ensure she leaves feeling cared for, confident, and excited to return.

We are seeking an experienced medical spa professional who is fluent in both English and Spanish and understands that exceptional service is about much more than answering phones and scheduling appointments.

We want someone who notices the details, takes initiative, builds relationships, and genuinely enjoys making people feel special.

What You'll Do

· Create a warm, polished, professional experience for every patient

· Answer calls, texts, and new patient inquiries promptly and confidently

· Convert inquiries into consultations and scheduled appointments

· Schedule aesthetic and wellness treatments and coordinate follow-up care

· Check patients in and out and accurately process payments

· Become knowledgeable about our treatments and technologies

· Confidently discuss treatments, packages, memberships, promotions, and financing options

· Proactively manage cancellations and help maintain a productive provider schedule

· Follow up with prospective patients after consultations

· Maintain relationships with existing patients and assist with maintenance scheduling

· Support patient outreach, Med Spa events, promotions, and new technology launches

· Maintain an immaculate and welcoming front-office environment

· Work closely with our physician, aesthetic providers, and operations team

· Maintain patient confidentiality and the highest level of professionalism

What We're Looking For

Required:

· Fluent/bilingual English and Spanish

· Previous medical spa or aesthetic practice experience

We're also looking for someone who is:

· Warm, polished, confident, and professional

· Exceptional on the phone and comfortable speaking with prospective patients

· Highly organized with excellent attention to detail

· Comfortable discussing aesthetic treatments, pricing, packages, and memberships

· Confident with scheduling software, texting platforms, electronic systems, and office technology

· Able to multitask while remaining calm and welcoming

· Dependable, punctual, accountable, and team-oriented

· Proactive—you see what needs to be done and take ownership of it

You'll Thrive at The Modern Woman If...

You naturally remember people's names.

You notice the details others miss.

You enjoy creating an exceptional experience.

And you don't wait for the phone to ring to decide what to do next.

If tomorrow has an opening, you're thinking about who might want it.

If someone had a consultation but hasn't scheduled, you're following up.

If a patient is due for maintenance, you're reaching out.

If we're introducing a new technology, you want to learn about it.

And when a patient walks through our doors, you make her feel like we were expecting her.

Why The Modern Woman?

The Modern Woman Med Spa is a physician-led aesthetic and wellness practice in Santa Rosa.

We combine medical expertise with advanced aesthetic and wellness technologies in an environment that is sophisticated, personal, warm, and never transactional.

Our philosophy is simple:

Women deserve to feel confident, healthy, beautiful, and empowered at every stage of their lives.

We believe in listening first, educating our patients, creating individualized treatment plans, and building relationships that last.

Our standards are high because our patients deserve an exceptional clinical experience—and an exceptional human experience.

Schedule

Tuesday–Friday | 4 days per week

Our Med Spa is growing, and this role will have the opportunity to evolve as we continue to expand.

To Apply

Please submit your resume and a brief introduction answering these three questions:

1. What previous medical spa or aesthetic experience do you have?

2. Are you fluent in both English and Spanish?

3. Why do you believe you would be an exceptional fit for The Modern Woman Med Spa?

We aren't simply looking for someone to work at our front desk.

We're looking for someone who will take ownership of the patient experience and become an integral part of The Modern Woman.