MedSpa Coordinator - Wayzata MN; Omni Cosmetic)

Qual Derm Partners is seeking an experienced Med Spa Coordinator to join the Omni Cosmetic team in Wayzata, Minnesota. Qual Derm Partners is committed to supporting patients' lifelong skin and aesthetics wellness through exceptional care in dermatology, skin cancer treatment, cosmetics, and plastic surgery. The Med Spa Coordinator supports the day-to-day operations and client experience of the Med Spa, including appointment scheduling, provider calendar management, membership and billing administration, lead management, inventory and vendor coordination, and general administrative support.

The role also assists providers with rooming patients and serves as a primary point of contact for new and prospective Med Spa clients. The role includes coverage at our Wayzata and St. Cloud locations as needed. The ideal candidate is polished, detail-oriented, highly organized, and comfortable balancing client service, sales, and operational responsibilities in a fast-paced aesthetic environment.

Create a welcoming, polished, and professional experience for all Med Spa clients. Serve as a primary point of contact for new Med Spa patients and assist with questions, pricing, and general service information. Check out patients and ensure an efficient end-to-end client experience. Assist providers with rooming patients. Communicate wait times and support overall client comfort. Provide front desk coverage at the Wayzata and St.

Cloud locations as needed.

Manage appointment scheduling for injectors, estheticians, and other providers. Coordinate same-day changes, cancellations, and rescheduling. Maintain provider calendars, including adding blocks, moving patients, and scheduling meetings.

Administer Wayzata RepeatMD memberships, including weekly reporting and membership charges. Manage manufacturer loyalty and rewards programs, including Allergan Allē and Galderma ASPIRE, ensuring accurate enrollment, point redemption, promotions, and checkout processing. Create Med Spa superbills. Process payments and POS transactions and assist with financial reconciliation.

Coordinate inventory across medical, retail skincare, and office supplies, including vendors such as Medline, IS Clinical, Skin Medica, Amazon, and Staples. Maintain retail inventory in EMA and conduct monthly product audits. Receive and document orders placed through COUPA. Monitor stock levels, restock products, and assist with supply ordering. Serve as a point of contact for vendor representatives and coordinate lunch-and-learns, product launches, and related meetings.

Manage inbound Med Spa leads from phone, email, website forms, and social media. Respond promptly to inquiries and maintain accurate lead information in Aesthetix (CRM). Convert prospective clients into booked consultations and treatments and confirm appointments to minimize no-shows. Conduct follow-up outreach with unconverted leads, unbooked consultations, and lapsed clients. Support promotions, events, campaigns, and targeted client outreach. Provide weekly reporting to the Practice Manager on lead volume, sources, conversion rates, and follow-up status.

Educate clients on procedures, memberships, loyalty programs, retail products, promotions, and pricing. Support retail skincare sales by helping clients identify appropriate products.

Manage phone calls, emails, and online inquiries professionally and efficiently. Maintain confidentiality and comply with HIPAA requirements. Support Med Spa events, open houses, promotional campaigns, and event setup…