{"id":1156265,"url":"https://alion.io/job/qualderm-partners-medspa-coordinator-wayzata-mn-omni-cosmetic","title":"MedSpa Coordinator - Wayzata MN (Omni Cosmetic)","company":{"id":9155,"name":"QualDerm Partners","domain":"qualderm.com","url":"https://alion.io/company/qualderm-partners","size_band":null,"is_staffing_agency":false,"is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"A","score":88,"open_postings":15,"ghost_share":0,"stale_share":0.467,"repost_share":0,"time_to_fill_p50_days":42,"computed_at":"2026-09-24T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"explicit","locations":["Wayzata, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":42000,"max_usd":97000,"period":"year","method":"role_country_seniority_unknown","sample_n":3371},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"HIPAA","optional":false}],"status":"live","first_seen_at":"2026-09-23T21:42:39Z","employer_posted_date":"2026-09-23","last_verified_at":"2026-09-24T23:46:12Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"description":"QualDerm Partners is seeking an experienced MedSpa Coordinator to join the Omni Cosmetic team in Wayzata, Minnesota. QualDerm Partners is committed to supporting patients’ lifelong skin and aesthetics wellness through exceptional care in dermatology, skin cancer treatment, cosmetics, and plastic surgery.\nThe MedSpa Coordinator supports the day-to-day operations and client experience of the MedSpa, 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 MedSpa clients. The role includes coverage at our Wayzata and St. Cloud locations as needed.\nThe ideal candidate is polished, detail-oriented, highly organized, and comfortable balancing client service, sales, and operational responsibilities in a fast-paced aesthetic environment.\nClient Experience & Patient Support\nCreate a welcoming, polished, and professional experience for all MedSpa clients. \nServe as a primary point of contact for new MedSpa patients and assist with questions, pricing, and general service information. \nCheck out patients and ensure an efficient end-to-end client experience. \nAssist providers with rooming patients. \nCommunicate wait times and support overall client comfort. \nProvide front desk coverage at the Wayzata and St. Cloud locations as needed. \nScheduling & Provider Support\nManage appointment scheduling for injectors, estheticians, and other providers. \nCoordinate same-day changes, cancellations, and rescheduling. \nMaintain provider calendars, including adding blocks, moving patients, and scheduling meetings. \nMembership, Billing & Loyalty Programs\nAdminister Wayzata RepeatMD memberships, including weekly reporting and membership charges. \nManage manufacturer loyalty and rewards programs, including Allergan Allē and Galderma ASPIRE, ensuring accurate enrollment, point redemption, promotions, and checkout processing. \nCreate MedSpa superbills. \nProcess payments and POS transactions and assist with financial reconciliation. \nInventory & Vendor Management\nCoordinate inventory across medical, retail skincare, and office supplies, including vendors such as Medline, IS Clinical, SkinMedica, Amazon, and Staples. \nMaintain retail inventory in EMA and conduct monthly product audits. \nReceive and document orders placed through COUPA. \nMonitor stock levels, restock products, and assist with supply ordering. \nServe as a point of contact for vendor representatives and coordinate lunch-and-learns, product launches, and related meetings. \nLead Management & Client Acquisition\nManage inbound MedSpa leads from phone, email, website forms, and social media. \nRespond promptly to inquiries and maintain accurate lead information in Aesthetix (CRM). \nConvert prospective clients into booked consultations and treatments and confirm appointments to minimize no-shows. \nConduct follow-up outreach with unconverted leads, unbooked consultations, and lapsed clients. \nSupport promotions, events, campaigns, and targeted client outreach. \nProvide weekly reporting to the Practice Manager on lead volume, sources, conversion rates, and follow-up status. \nClient Education & Sales Support\nEducate clients on procedures, memberships, loyalty programs, retail products, promotions, and pricing. \nSupport retail skincare sales by helping clients identify appropriate products. \nAdministrative & Facility Support\nManage phone calls, emails, and online inquiries professionally and efficiently. \nMaintain confidentiality and comply with HIPAA requirements. \nSupport MedSpa events, open houses, promotional campaigns, and event setup across locations. \nMaintain a clean, organized, and well-stocked MedSpa environment.\nRequirements\n1-2 years of experience in hospitality, medical office, luxury retail, or spa environment preferred.\nStrong customer-service mindset with polished communication skills.\nProficiency with scheduling, EMR, or CRM systems (e.g., Aesthetix, EMA, Aesthetic Record, Nextech, Mindbody).\nComfort managing inventory, vendor relationships, and basic financial reconciliation.\nExperience with lead follow-up, consultation booking, or CRM-based client outreach preferred.\nAbility to multitask and remain composed in a fast-paced environment.\nProfessional demeanor with excellent grooming and presentation.\nKnowledge of aesthetic treatments and medical skincare is a plus.\nBenefits\nBenefits of joining Qualderm Partners:\n Competitive Pay - Attractive compensation to reward your hard work\n Comprehensive Health Coverage - Includes Medical, Dental, and Vision plans to keep you covered\n Generous 401(k) Plan - Company matches 100% of the first 3%, plus 50% of the next 2%, with immediate vesting\n Paid Time Off (PTO) - Accrue PTO from day one, plus enjoy 6 paid holidays and 2 floating holidays each year\n Company-Paid Life Insurance - Peace of mind with basic life coverage, with the option for additional plans\n Disability Protection - Short-term and long-term disability coverage to protect you in unexpected circumstances\n Additional Wellness Plans - Accident, critical illness, and identity theft protection plans for extra security\n Employee Assistance Program (EAP) - Access confidential support for personal or work-related challenges\n Exclusive Employee Discounts - Save on products and services with special discounts just for you\n Referral Bonus Program - Earn bonuses by referring qualified candidates to join the team\nQualDerm Partners is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Applicants must be currently authorized to work in the United States in a full-time basis.","description_format":"text","description_chars":5842,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[]},"benefits":["Life insurance"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Health Care","Hospitals & Clinics"],"lifecycle":[{"event":"open","at":"2026-09-23T21:42:39Z"}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":0,"expected_fill_days":42,"reasons":["conf:0","win:early"],"computed_at":"2026-09-24T05:45:00Z"},"pay":null,"html_url":"https://alion.io/job/qualderm-partners-medspa-coordinator-wayzata-mn-omni-cosmetic","json_url":"https://alion.io/job/qualderm-partners-medspa-coordinator-wayzata-mn-omni-cosmetic.json","meta":{"generated_at":"2026-09-25T03:10:57Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":3489,"day_limit":5000,"remaining_today":1511,"minute_limit":60,"resets_at":"2026-09-26T00:00:00Z"}}}