Front Office & Membership Operations Coordinator

Front Office & Membership Operations Coordinator

About the Position

You are the steady hand and welcoming presence that keeps our office running smoothly. As our Front Office & Membership Operations Coordinator, you play a critical role in ensuring our clients feel supported, informed, and exceptionally cared for from the moment they first contact our office to every follow-up that happens behind the scenes.

Our approach goes beyond standard medicine, embracing innovative, forward-thinking treatments and protocols that empower our clients to live longer, feel better, and perform at their highest level. If that philosophy excites you, you will thrive here.

This is a detail-oriented role that combines meaningful client interactions, strong organizational skills, and the day-to-day coordination that helps our clinic deliver an exceptional experience. You will be responsible for managing appointments, memberships, communications, records, inventory, and daily office flow. If you take pride in keeping systems flawless, anticipating needs before they arise, and ensuring that every client interaction reflects the caliber of care we provide, this role will feel deeply satisfying.

Key Responsibilities

At the core of this position, you will ensure seamless front office and membership operations by:

• Delivering a warm, polished, and professional experience to every client at every touchpoint.
• Overseeing daily front desk operations, including answering phones, greeting clients, scheduling appointments, and managing office flow.
• Scheduling and rescheduling client appointments while maintaining accurate and organized calendars.
• Sending welcome emails and collecting required deposits at initial scheduling.
• Managing new and existing memberships, including renewals, updates, and ongoing communications.
• Keeping membership payments current and proactively collecting past-due balances.
• Processing payments and maintaining accurate financial and administrative records.
• Opening and closing the office, ensuring the space is always prepared, secure, and reflective of our high standards.
• Sending and tracking referrals and lab orders via fax, including follow-up for results and required documentation.
• Ensuring all client forms are signed, completed, and properly uploaded into records.
• Answering incoming calls and promptly returning voicemails and missed calls.
• Coordinating medication pickup arrangements for clients.
• Tracking members due for quarterly labs and follow-up appointments to ensure timely scheduling.
• Sending office updates, announcements, and closure notifications to clients.
• Assisting with outgoing advertising materials and general client communications.
• Managing inventory by restocking and reordering supplements and monitoring office supply levels.
• Maintaining organized records of supplies, supplements, and inventory needs.

About You

You carry yourself with professionalism and poise. You understand that in a concierge setting, the experience a client has is just as important as the care they receive. You do not wait to be told something is missing because you already noticed it. You hold yourself to a high standard, and it shows in everything you do.

You are likely someone who:

• Is genuinely passionate about health, wellness, longevity, and the future of medicine.
• Is open-minded and enthusiastic about innovative, non-traditional treatment approaches.
• Understands what a high-end client experience looks and feels like and takes pride in delivering it consistently.
• Finds satisfaction in clean systems, accurate records, and operational excellence.
• Communicates clearly, warmly, and professionally by phone, email, and in person.
• Juggles multiple priorities without losing attention to detail.
• Follows through and closes loops rather than leaving tasks half finished.
• Enjoys being the person others rely on to keep things running at the highest level.
• Is reliable, discreet, and dependable.

Qualifications

• Previous experience in an administrative, front office, or customer service role, ideally in a high-end or luxury service environment.
• Experience in a med spa, concierge medical practice, wellness clinic, or healthcare setting is a strong bonus and highly preferred.
• A genuine passion for health, longevity, and innovative medicine is essential. This is not a standard medical office and we are proud of that.
• Strong organizational and time management skills.
• Comfortable using scheduling systems, email, and basic office technology.
• Ability to handle sensitive information with the utmost discretion and confidentiality.
• Impeccable attention to detail and a proactive problem-solving mindset.
• Polished communication skills and a professional, composed demeanor.
• Ability to work independently while being a collaborative and supportive team member.

What We Offer

• A meaningful role within a forward-thinking, high-end concierge medical practice.
• A professional, respectful, and elevated work environment.
• Clear responsibilities and expectations so you can do your best work.
• Benefits package available after a 90-day introductory period.
• The opportunity to be part of something innovative and impactful, working alongside a small, dedicated team that is passionate about changing the way people experience healthcare.

Interested in Applying?

If you are polished, passionate about health and longevity, and excited about being part of a practice that is redefining what modern medicine looks like, we would love to hear from you.