Job Description

Medical Assistant - Client Support

Department: Administrative

Employment Type: Full Time

Location: San Jose- Willow Glen

Description

The Medical Assistant & Client Support team member plays a role in delivering exceptional

client experiences while supporting efficient clinic operations. This position serves as both

a front-office and back-office resource, providing administrative support, appointment

management, client care, treatment preparation, and provider support. Acting as a liaison

between clients, providers, and the clinic team, this role helps ensure seamless client flow

while promoting SkinSpirit's services, products, and treatment recommendations.

This position reports to the Clinic Manager and works closely with medical providers and

clinic staff to maintain operational excellence and deliver outstanding client care.

What You Will Do

Client Experience & Front Office Support

• Provide exceptional client care and customer service in every interaction.
• Answer and manage a high volume of inbound phone calls.
• Schedule, reschedule, confirm, and cancel appointments.
• Greet clients, complete registration processes, and facilitate check-in and check-out procedures.
• Accurately process client transactions and maintain financial accountability.
• Actively promote SkinSpirit treatments, services, skincare products, programs, and promotions.
• Rebook appointments and recommend follow-up services as directed by providers.
• Provide accurate and timely responses to client questions and requests.
• Perform opening and closing duties for the clinic.
• Maintain confidentiality of client information in accordance with company policies and applicable regulations.

Medical Assistant & Provider Support

• Prepare clients for consultations and treatments, including intake, chart preparation, treatment setup, and pre- and post-care instructions.
• Support providers during treatments and procedures as needed.
• Ensure all required charting, documentation, and consent forms are completed accurately.
• Prepare treatment rooms, equipment, and supplies for daily operations.
• Clean, sterilize, and maintain instruments and equipment according to established protocols.
• Maintain organized, fully stocked treatment rooms and clinical workspaces.
• Assist in managing inventory and ordering medical supplies when needed.
• Support clinic efficiency by facilitating timely and orderly client flow throughout the day.

Operational & Team Support

• Attend required trainings, meetings, and continuing education opportunities.
• Develop and maintain knowledge of SkinSpirit services, treatments, medical-grade skincare products, and promotions.
• Assist with social media content and clinic initiatives as directed by Clinic Management or Providers.
• Efficiently perform administrative tasks, including filing, scanning, mailing, and document management.
• Travel to other clinic locations for training or business needs as required.
• Support special projects and perform other duties as assigned

What You Will Bring

Skills, Knowledge and Expertise

• High School Diploma or GED required; Associate's degree preferred.
• 1+ years of customer service, hospitality, retail sales, medical office, or aesthetic industry experience required.
• Medical Assistant experience preferred.
• Experience in a medical spa, dermatology, plastic surgery, aesthetics, or healthcare setting preferred.
• Strong customer service and relationship-building skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to multitask and effectively prioritize in a fast-paced environment.
• Strong attention to detail and organizational skills.
• Ability to work independently and collaboratively within a team environment.
• Proficiency with Microsoft Outlook, Word, Excel, and other business software.
• Ability to quickly learn new systems and technologies.
• Experience with Zenoti or other scheduling/POS systems preferred.
• Knowledge of cosmetic procedures, skincare products, and aesthetic services preferred.
• Demonstrates professionalism, sound judgment, integrity, and accountability.
• Availability to work a combination of weekdays, evenings, weekends, opening, and closing shifts.
• Social media experience is a plus

Physical Requirements

• Prolonged periods of:
• Standing, walking, bending, and stooping.
• Sitting and working on a computer.
• Using hands and arms to handle, feel, reach, and manipulate equipment and supplies.
• Repetitive movements.
• Talking and hearing
• Occasional periods of:
• Kneeling, crouching, crawling, climbing, or balancing.
• Reaching with hands and arms.
• Pushing, pulling, lifting, and moving supplies and equipment.
• Lifting up to 30 pounds

Benefits

We offer a competitive benefits package which includes generous employee discounts, Friends & Family discounts and a beautiful working environment with a stellar team. We also offer paid holidays and a 401k plan with a company match program. For full-time employees (24+ hours) we offer Medical, Vision, and Dental insurance.

Notices for Applicants

Notice at Collection

Privacy Policy for California Residents

SkinSpirit participates in E-Verify; To learn more please visit E-Verify.gov - Employee Rights and Responsibilities

SkinSpirit is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We seek to hire on the basis of merit, competence, performance, and business needs.