Front Desk Associate / Patient Care Coordinator

CLIENT EXPERIENCE & FRONT DESK ASSOCIATE — FULL-TIME
Honey Skincare StudioArlington, Virginia
Full-Time | On-SiteMonday, Tuesday, Friday, Saturday & Sunday
IMPORTANT APPLICATION REQUIREMENT!

ONLY APPLICANTS THAT FILL OUT OUR ONLINE JOB FORM WILL BE CONSIDERED
Please copy and paste the below link into your browser and thoughtfully complete the brief questionnaire so we may get more acquainted with you. https://honeyskincarestudio.com/about/job-application/
ABOUT HONEY SKINCARE STUDIO
Honey Skincare Studio is an award-winning boutique medical spa in Arlington, Virginia, specializing in corrective skincare, medical-grade facials, advanced laser treatments, injectables, and highly personalized treatment planning.

Our reputation is built on combining clinical expertise with a warm, polished, highly individualized client experience. Every interaction matters—from the first phone call to the final checkout—and our front desk team plays an essential role in making clients feel welcomed, informed, cared for, and confident in choosing Honey.

We are a growing, high-performing studio with a strong emphasis on professionalism, initiative, accuracy, thoughtful communication, and continuous improvement. We are looking for someone who takes pride in doing things well, responds positively to coaching, and wants to grow within the medical aesthetics and wellness industry.

ABOUT THE POSITION
This is not a passive receptionist role.

The Client Experience & Front Desk Associate is responsible for helping create a seamless, elevated experience throughout every stage of the client journey.

This person must be able to balance warmth and hospitality with urgency, accuracy, organization, confident communication, and strong follow-through.

You will be expected to develop a strong working knowledge of Honey’s services, providers, policies, memberships, packages, skincare products, and scheduling systems so you can confidently guide clients toward the appropriate next step.

A major part of this role is learning how to turn interest into action.

Our front desk team should not simply answer questions. They should be able to listen carefully, understand what the client is hoping to accomplish, build trust, and confidently guide qualified inquiries toward an in-person consultation or appropriate appointment.

The front desk creates the connection and gets the client through the door. From there, our providers can deliver deeper clinical education, assess the client in person, and create a personalized treatment plan.

The ideal candidate is polished, proactive, highly coachable, detail-oriented, and comfortable working in a busy environment where expectations are high and no two days are exactly the same.

CORE RESPONSIBILITIES
CLIENT EXPERIENCE & HOSPITALITY
Greet every client with warmth, confidence, professionalism, and genuine attentiveness.

Create a polished and personalized arrival and checkout experience.

Anticipate client needs and help ensure appointments flow smoothly from beginning to end.

Maintain discretion and professionalism when handling sensitive client information or concerns.

Help create an environment that feels calm, organized, welcoming, and consistent with a luxury medical aesthetics brand.

Recognize returning clients, understand their preferences when appropriate, and contribute to creating a personalized experience that feels thoughtful rather than transactional.

PHONE CONVERSION & CONSULTATION BOOKING
Handle incoming calls as an important part of the client acquisition experience—not simply as an administrative task.

Ask thoughtful, confident questions to understand the client’s primary concerns, goals, prior treatment experience, timeline, and level of readiness.

Build trust through clear, polished communication while staying within appropriate non-clinical boundaries.

Guide interested clients toward the appropriate next step, with a strong emphasis on converting qualified phone inquiries into in-person consultations whenever deeper assessment or education is needed.

Position the consultation as an opportunity for the client to meet with a knowledgeable provider, receive personalized education, discuss treatment options, and develop a plan based on their individual needs.

Avoid over-explaining complex clinical information over the phone when a provider is better positioned to educate the client in person.

Use strong service knowledge to confidently communicate why an in-person consultation is valuable and help remove barriers that may prevent the client from booking.

Follow up appropriately with interested clients who do not schedule during the initial call.

Support measurable inquiry-to-consultation and inquiry-to-booking conversion goals while maintaining a warm, educational, non-pressured client experience.

PHONE, TEXT, EMAIL & WRITTEN COMMUNICATION
Answer incoming calls with warmth, confidence, urgency, and strong knowledge of Honey’s services.

Respond to texts, emails, online inquiries, and voicemails accurately and within established response-time expectations.

Use approved scripts and communication standards while still sounding natural and personable.

Ask thoughtful questions to understand the client’s concerns and confidently guide qualified inquiries toward an in-person consultation, where the provider can deliver deeper clinical education and create a personalized treatment plan.

Communicate pricing, policies, memberships, packages, promotions, and appointment information clearly and accurately.

Document communication thoroughly so other team members can easily understand the client’s history, questions, and next steps.

Maintain a polished and consistent Honey voice across every written communication channel.

SCHEDULING & APPOINTMENT MANAGEMENT
Schedule appointments accurately according to provider specialties, treatment requirements, appointment timing, room availability, and studio policies.

Confirm that required deposits, payment methods, forms, notes, and appointment details are completed correctly.

Review upcoming schedules and identify missing information, booking concerns, timing conflicts, or opportunities to improve client flow.

Manage waitlists, cancellations, rescheduling requests, and appointment confirmations proactively.

Work closely with providers and leadership to resolve schedule concerns before they affect the client experience.

Understand provider specialties well enough to guide clients toward the most appropriate consultation or appointment.

CHECKOUT, REBOOKING & CLIENT RETENTION
Complete checkout accurately, including payments, deposits, packages, memberships, discounts, credits, and retail purchases.

Help clients understand their next recommended appointment and confidently support rebooking before they leave.

Assist with appropriate follow-up when clients do not rebook, cancel, or need additional information.

Support provider treatment plans by helping clients schedule future appointments while the recommendations are still fresh.

Communicate membership and package options clearly and confidently when appropriate.

Recognize that strong client retention comes from excellent service, thoughtful follow-through, consistent communication, and helping clients stay on track with their care.

SALES, MEMBERSHIPS, PACKAGES & RETAIL
Develop a strong working knowledge of Honey’s services, memberships, packages, products, promotions, and treatment-planning approach.

Support front desk sales goals without creating a pressured or transactional client experience.

Help clients understand available options and confidently answer common questions about pricing, benefits, memberships, packages, and policies.

Recognize appropriate opportunities to introduce memberships, packages, skincare, or future appointments.

Support retail and skincare sales by reinforcing provider recommendations and helping clients complete their routines.

Understand that at Honey, thoughtful sales is an extension of client education and service—not simply a transaction.

CLIENT FOLLOW-UP, REVIEWS & REPUTATION
Assist with follow-up for new inquiries, consultations, treatment plans, cancellations, waitlists, and clients who may need additional support before booking.

Help ensure potential clients do not fall through the cracks after showing interest.

Support consistent review requests and client-feedback initiatives.

Recognize appropriate opportunities to invite happy clients to leave Google reviews or participate in approved testimonials and before-and-after content.

Help maintain Honey’s reputation by ensuring every client concern is acknowledged promptly and escalated appropriately.

Communicate patterns in client questions, objections, feedback, or concerns to leadership so the studio can continuously improve.

ADMINISTRATIVE ACCURACY & DAILY OPERATIONS
Maintain accurate client records, notes, payments, forms, and appointment information.

Complete assigned daily, weekly, opening, and closing responsibilities consistently.

Help maintain front desk supplies, retail displays, client materials, refreshments, and shared spaces.

Support basic inventory counts, restocking, and product organization as assigned.

Escalate concerns promptly and through the appropriate leadership channel.

Follow established systems, checklists, scripts, policies, and quality-control procedures.

Take ownership of mistakes and participate constructively in identifying how to prevent them from happening again.

STUDIO & PROVIDER SUPPORT
Partner closely with providers and the front-of-house leadership team to maintain smooth daily client flow.

Communicate delays, schedule changes, client concerns, or provider needs promptly.

Help ensure providers have the information they need before seeing clients.

Support smooth transitions between consultation, treatment, checkout, and follow-up.

Step in where needed during busy periods while maintaining front desk priorities and client service standards.

TRAINING, COACHING & PROFESSIONAL DEVELOPMENT
Participate fully in onboarding, role-play, service education, phone training, communication coaching, sales training, and competency evaluations.

Be open to having calls reviewed and receiving detailed feedback on tone, language, questioning, confidence, and conversion.

Apply feedback quickly and demonstrate measurable improvement.

Attend team meetings, huddles, trainings, and professional-development sessions.

Maintain current knowledge of Honey’s services, providers, products, memberships, packages, policies, and promotions.

Support coworkers during busy periods and contribute to a respectful, dependable, solutions-oriented culture.

Take ownership of your professional growth and continually work to improve your performance.

HOW PERFORMANCE MAY BE MEASURED
Our front desk team is an important part of both the client experience and the health of the business.

Performance may be evaluated using measures such as:
Phone and written-communication quality
Inquiry-to-consultation conversion
Inquiry-to-booking conversion
Lead response time
Missed-call recovery
Booking accuracy
Documentation and account accuracy
Follow-up completion
Rebooking support
Membership and package support
Retail support
Waitlist conversion
Cancellation recovery
Review requests and completed reviews
Client feedback
Task completion
Attendance and punctuality
Training competency
Professionalism
Teamwork
Overall contribution to client retention and studio performance
QUALIFICATIONS
Previous experience in customer service, hospitality, luxury retail, healthcare, wellness, medical aesthetics, administration, or another client-facing environment is preferred.

Excellent verbal and written communication skills.

Strong organization, accuracy, and attention to detail.

Ability to multitask while maintaining composure and professionalism.

Comfort discussing services, pricing, memberships, packages, products, and policies.

Confidence speaking with potential clients and guiding conversations toward booking when appropriate.

Strong technology aptitude and the ability to learn scheduling, point-of-sale, CRM, and communication systems quickly.

Professional appearance and demeanor appropriate for a luxury medical spa.

Ability to accept detailed feedback and apply it without defensiveness.

Reliable transportation and the ability to commute consistently to Arlington, Virginia.

Interest in building a long-term career in client experience, medical aesthetics, administration, operations, or studio management.

THE IDEAL CANDIDATE
You naturally notice what needs to be done and take action without waiting to be reminded.

You are warm and personable, but also confident and comfortable guiding a conversation.

You enjoy speaking with people and are genuinely curious about what they are trying to accomplish.

You can turn a phone inquiry into a relationship and confidently guide the client toward the appropriate consultation or appointment.

You understand that excellent client service includes helping people make decisions rather than simply giving them information.

You take pride in accuracy and understand that small administrative mistakes can significantly affect clients, providers, and the business.

You enjoy learning and want to become highly knowledgeable about services, products, memberships, packages, and treatment planning.

You are comfortable working toward measurable goals.

You respond well to coaching, role-play, accountability, and high standards.

You stay calm when the phone is ringing, clients are arriving, providers need assistance, and priorities are changing.

You are dependable, polished, emotionally mature, and thoughtful in how you represent the company.

You contribute positively to team culture and do not participate in gossip, negativity, or unnecessary drama.

You want a role with genuine growth potential and are willing to earn greater responsibility through performance.

THIS POSITION MAY NOT BE THE RIGHT FIT IF
You are looking for a quiet or low-volume receptionist position.

You prefer simply answering questions rather than confidently guiding clients toward a next step.

You are uncomfortable speaking on the phone or having your calls reviewed and coached.

You are uncomfortable discussing pricing, rebooking, memberships, packages, products, or policies.

You do not enjoy working toward measurable performance goals.

You become easily flustered by competing priorities.

You prefer minimal oversight, training, feedback, or performance measurement.

You frequently need reminders to complete tasks or follow established procedures.

You are uncomfortable receiving direct feedback.

You are not comfortable working Saturdays.

You view front desk work as temporary rather than as an important client-experience and business role.

SCHEDULE
Full-time, on-site position.

Approximately 36–40 hours per week.

Availability we are looking for: Monday, Tuesday, Friday, Saturday & Sunday.

Occasional flexibility may be required for team trainings, events, or business needs.

Weekend availability is required..

COMPENSATION
$18.00–$25.00 per hour, based on relevant experience, demonstrated skills, and overall fit.

BENEFITS
Health insurance for eligible full-time employees.

Dental and vision insurance for eligible full-time employees.

Paid time off.

Employee discounts.

Ongoing training and professional development.

Opportunities for advancement into senior front desk, client experience, training, operations, or management positions.

HOW TO APPLY
Only applicants who complete our online application form will be considered.

Please apply thoughtfully at:
Honey Skincare Studio is located in Arlington, Virginia. Applicants must be able to reliably commute to the studio for all scheduled shifts.

Job Type: Full-time
Pay: $18.00 - $23.00 per hour
Benefits:
Dental insurance
Employee discount
Health insurance
Opportunities for advancement
Vision insurance
Work Location: In person