Description
About the Opportunity<br />We are seeking an Operations Coordinator to serve as the first point of contact for our patients and a key driver of daily operations. You will be on-site, immersed in the day-to-day of the practice, while also supporting operational excellence behind the scenes—working with analytics and reports, identifying opportunities for improvement, and helping build more efficient systems and workflows.<br /><br />In this role, you will act as a bridge between patients, providers, and internal teams—delivering the Amelia experience with both warmth and precision.<br /><br />What You’ll Do<br />Patient Experience & Front Desk Operations<br /><br />Serve as the first point of contact for all patients—delivering a warm, professional, and elevated experience from arrival through checkout<br /><br />Manage check-in and check-out processes, including paperwork, payments, and next-step coordination<br /><br />Answer phones, respond to inquiries, and guide patients through scheduling, services, and financing options<br /><br />Maintain a clean, organized, and welcoming front office environment that reflects the Amelia brand<br /><br />Coordinate closely with providers and clinical teams to ensure a seamless and efficient patient flow throughout the day<br /><br />Scheduling & Operational Efficiency<br /><br />Manage provider schedules to optimize utilization, minimize gaps, and ensure a balanced, productive day<br /><br />Identify opportunities to improve scheduling flow, reduce downtime, and enhance the overall patient experience<br /><br />Support consult and surgery scheduling alignment, ensuring accuracy and efficiency across systems<br /><br />Proactively adjust schedules in real-time based on cancellations, delays, or shifting priorities<br /><br />Reporting & Performance Tracking<br /><br />Run and maintain daily, weekly, and monthly reports (consult volume, conversion, schedule utilization, etc.)<br /><br />Track key performance metrics and identify trends, gaps, and opportunities for improvement<br /><br />Partner with leadership to ensure data accuracy and support decision-making with timely insights<br /><br />Help transition manual reporting processes into more streamlined, scalable systems<br /><br />Working with several CRM, scheduling and software platforms including Nextech, NextPatient, Excel and Word<br /><br />What You Bring<br />Required Qualifications<br /><br />Strong communication skills—you are warm, professional, and confident interacting with patients in person, over the phone, and via email/text<br /><br />Highly organized with strong attention to detail and the ability to manage multiple priorities in a fast‑paced environment<br /><br />Experience coordinating schedules, managing calendars, and maintaining efficient patient flow<br /><br />Comfortable working with technology and learning new systems (EHR systems, scheduling tools, reporting platforms)<br /><br />Ability to run basic reports, track key metrics, and identify opportunities to improve processes and workflows<br /><br />A proactive, solutions‑oriented mindset—you don’t just follow systems, you help improve them<br /><br />Professional, polished presence with a strong focus on delivering an elevated patient experience<br /><br />Team‑oriented with the ability to collaborate across clinical, surgical, and administrative teams<br /><br />Comfortable in a clinical environment and able to handle sensitive situations with discretion and empathy<br /><br />Preferred Qualifications<br /><br />Bachelor's degree or equivalent<br /><br />Experience in aesthetics, wellness, healthcare, or luxury lifestyle verticals<br /><br />Familiarity with HIPAA‑compliant content workflows, and social media consent practices in a medical setting<br /><br />What We Offer<br /><br />Competitive base salary commensurate with experience<br /><br />Health, dental, and vision benefits<br /><br />Paid time off and paid holidays<br /><br />Access to Amelia Aesthetics employee treatment benefits<br /><br />401(k)<br /><br />Friends & Family discounts on medspa and surgical services<br /><br />A collaborative, creative culture with real opportunity to grow alongside a scaling brand<br /><br />#J-18808-Ljbffr
