Job Description
About Face Reality:
Face Reality Skincare was created with one goal: to give people clear skin for good. With over 50 million people experiencing the physical and emotional toll of acne each year in the US, we made it our mission to develop an effective way to achieve clear skin through our clinically verified Clear Skin MethodTM, an adaptive method combining in-clinic treatments from certified skincare professionals, personalized at home product routines and lifestyle guidance. We are dedicated to giving not just real results but celebrating people and their skin at every part of their journey.
Our Core Values
Integrity, Inclusion, Collaboration, Adaptability, Accessibility
Our supportive business model ensures that everyone has a clear path to success and growth. We foster an inclusive space in which people are valued for who they are and are encouraged to collaborate to see goals fully realized. Fostering an open, honest culture gives us the opportunity to achieve greater trust internally and externally. Remaining flexible and adaptive allows us to remain responsive to the ever-changing world. Doing right, even if it is difficult, is of the utmost importance.
About the role
The Clinic Coordinator is the central administrative support for our client-facing skincare clinic. This role ensures day-to-day clinic operations run smoothly by managing front desk activities, supporting internal systems, maintaining supply inventory, and ensuring a professional and welcoming environment for clients and staff alike. This position requires a detail-oriented individual who thrives in a fast-paced, service-focused environment. This position is onsite in our Danville clinic working Tuesday - Saturday approximately 9am-6pm (Wednesday and Thursday is 11am-8pm)
Key Responsibilities:
Clinic Operations & Administrative Support
- Serve as superuser and administrator for key clinic systems, including scheduling, email, phones, and e-commerce platforms (e.g., Vagaro, RingCentral, and Shopify)
- Greet clients, manage appointment scheduling, confirmations, rescheduling, and cancellations
- Support walk-in customers with product purchases, providing exceptional service and skincare knowledge
- Take accurate meeting notes and distribute recap summaries to relevant stakeholders
- Assist with general office administrative tasks, including mailing, scanning, copying, and faxing
- Ensure front desk and common areas are clean, organized, and client-ready at all times
- Support other clinic operations and marketing initiatives as needed, such as event preparation, promotional support, and special projects.
Customer Service
- Provide timely, professional, and compassionate customer service both in person and virtually
- Resolve or escalate client concerns promptly and appropriately
- Maintain up-to-date knowledge of all clinic services, products, and policies to support client inquiries.
Inventory & Supply Management
- Oversee clinic inventory management, including weekly product counts, supply restocking, and lot code tracking
- Organize, sort, and monitor back stock to ensure accuracy, efficiency, and product rotation
- Coordinate with the Clinic Manager and Operations Team on ordering timelines and inventory audits.
Laundry & Sanitation Oversight
- Manage daily on-site laundry processing to ensure treatment rooms remain fully stocked with clean linens and towels
- Coordinate with future external laundry service providers as needed to support clinic demand
- Ensure compliance with sanitation protocols and maintain consistent laundry room organization.
Process & Documentation
- Assist with creating and updating clinic Standard Operating Procedures (SOPs) as needed
- Support clinic management and cross-functional teams with ongoing operational improvements and documentation.
Qualifications:
- High school diploma or GED required; Associate degree preferred
- Proven front desk or receptionist experience, preferably in a clinic or spa environment
- Proficiency in Microsoft Office (especially Excel)
- Familiarity with Vagaro, Shopify, and RingCentral preferred
- Strong Point-of-Sale experience, including cash handling and split payments
- Excellent communication skills, both written and verbal
- Highly organized, dependable, and proactive in solving problems
- COVID-19 vaccination required
Information Privacy & Security:
- Must uphold confidentiality and comply with privacy regulations regarding client and financial data
- Expected to follow clinic protocols in accordance with the Notice of Privacy Practices
- Responsible for escalating any privacy or security concerns to the Clinic Manager and/or Finance Team.
Salary: $25-$27 per hour plus yearly bonus and full benefits package
