La Belle Vie MedSpa

Compensation

Full Description

Job Title: Front Office Coordinator Location: La Belle Vie MedSpa - Woodland Hills, CA + Burbank, CA Schedule: Full-Time | Tuesday – Saturday Reports to: Practice Manager About La Belle Vie MedSpa La Belle Vie MedSpa is a premier wellness and aesthetics destination committed to elevating beauty and confidence through state-of-the-art technology, personalized treatments, and a deeply client-focused approach. We are a dynamic and fast-paced medical spa offering advanced aesthetic services including injectables, skin rejuvenation, body contouring, weight loss therapy, and holistic wellness services. Position Overview We are seeking a warm, professional, detail-oriented Front Office Coordinator who thrives in a high-energy, client-facing role. This individual will be the first and last point of contact for all clients and is vital in ensuring smooth day-to-day operations, providing exceptional guest experiences, and supporting the clinical and marketing teams. Key Responsibilities Client Experience & Communication • Greet and check-in all patients with a welcoming, professional demeanor • Manage multi-line phone system, text messaging platforms, and client correspondence (email, GoDaddy, IG, TikTok, Yelp, etc.) • Confirm and follow up on appointments via Vagaro and phone/text • Educate clients on services, memberships, skincare products, and promotions • Ensure consent forms and medical clearance documentation are complete prior to treatment • Take and upload pre- and post-treatment photos, GFEs, and consent forms • Provide aftercare instructions and assist with follow-up scheduling Administrative Duties • Open and close the front office, including managing spa music, salt lamps, iPads/phones, and supplies • Process payments, count cash drawers, generate invoices, and assist with packages/promos • Track inventory of front office and treatment room supplies (gloves, alcohol pads, water bottles, mints, etc.) • Manage and organize incoming shipments; update Basecamp and inventory systems • Create and maintain an organized and clean front office and lobby area Support for Clinical & Marketing Teams • Flip and reset treatment rooms between patients • Assist with GFE scheduling, provider communication, and room assignments • Capture, upload, and organize treatment content for marketing (reels, stories, BTS) • Help prepare goodie bags, signage, and treatment prep kits • Track patient notes for recall, missed appointments, or rescheduling needs • Help coordinate special events, promotions, and product launches Qualifications • Previous experience in a front desk, customer service, or MedSpa environment required • Familiarity with Vagaro, Square, or other booking/point-of-sale systems strongly preferred • Professional appearance and demeanor • Excellent verbal and written communication skills • Strong multitasking, problem-solving, and time-management abilities • Self-motivated, highly organized, and team-oriented • Passion for aesthetics, wellness, and client care Compensation & Perks • Competitive hourly rate based on experience • Performance-based bonuses • Employee discounts on treatments and products • Opportunities for training and advancement • Positive, supportive team culture How to Apply Please send your resume and a short cover letter explaining why you're a perfect fit for La Belle Vie MedSpa to info@labelleviemedspa.com Job Type: Part-time Pay: $21.00 - $25.00 per hour Benefits: • Paid time off Ability to Commute: • Woodland Hills, CA 91364 (Required) Work Location: In person