Front Office Assistant
Canvas Medical Spa
Full Job Description – Front Office Assistant
Canvas Medical Spa is a female-led, boutique luxury medical spa known for its warm, welcoming environment and state-of-the-art aesthetic technology. With a rapidly growing presence in Westchester and beyond, we are dedicated to elevating skin health through a 360° approach rooted in integrity, authenticity, support, and passion.
As patients ourselves, we understand that the aesthetic industry deserves a more personalized, elevated experience, and Canvas was created to set that new standard, beginning the moment a patient contacts or enters our space.
We are seeking a polished, detail-oriented Front Office Assistant to join our expanding team at our Mount Kisco location. This role is essential to the patient experience and serves as the first and last point of contact for our guests, ensuring every interaction feels seamless, welcoming, and elevated.
As a Canvas Medical Spa Front Office Assistant, you will manage scheduling, patient communication, and front desk operations while supporting clinical flow and maintaining an organized, professional environment. You will work closely with Aesthetic Patient Coordinator, providers, clinical staff, and leadership to ensure a smooth and exceptional patient journey.
This role is ideal for someone who thrives in a fast-paced luxury setting, enjoys organization and multitasking, and is genuinely passionate about client care and service excellence.
JOB QUALIFICATIONS
- Experience in front office, administrative, hospitality, or medical spa settings preferred
- Strong communication and customer service skills
- Proficiency with scheduling and EMR systems (Aesthetic Pro experience preferred)
- Comfortable handling phone calls, texts, emails, and in-person interactions
- Highly organized with strong attention to detail
- Must meet all U.S. employment and eligibility requirements
JOB RESPONSIBILITIES
Front Desk & Patient Experience
- Welcome patients and ensure a warm, professional check-in experience
- Create and maintain charts, update patient records, and schedule services
- Answer phones, triage client concerns, and sell consultations over the phone
- Educate clients on treatments and skincare products
- Coordinate follow-ups, appointments, and vendor visits
Scheduling & Coordination
- Manage front office organization, office equipment, and inventories
- Process financial transactions, end-of-day reports, and mail distribution
- Maintain marketing collateral, signage, and gift certificates
- Perform light office tasks such as copying, scanning, and photo management
- Support laundry and facility upkeep as needed
Administrative & Operational Support
- Process payments, memberships, packages, and retail purchases
- Maintain accurate records and update patient information in system
- Support inventory tracking and front desk supplies
- Assist with daily opening and closing procedures
ADDITIONAL DESIRED ATTRIBUTES
- Polished, calm, and professional demeanor
- Ability to multitask in a high-end, fast-paced environment
- Strong problem-solving skills and attention to detail
- Punctual, reliable, and committed to HIPAA compliance
- Team-oriented with a positive attitude
WHY JOIN CANVAS MEDICAL SPA?
At Canvas, we believe the employee experience is just as important as the patient experience. Our team thrives in a supportive, collaborative, and growth-focused environment where every role plays a vital part in our success.
We invest in our team through training, mentorship, and opportunities for growth within a rapidly expanding luxury brand.
COMPENSATION & BENEFITS
- Competitive hourly rate, based on experience
- Employee treatment and product incentives
- On-the-job training and professional development
Work Location: Onsite