Client Coordinator & Operations Assistant
The Derm Clinic – Ajax, Ontario
About The Derm Clinic
The Derm Clinic is a physician-led skin and aesthetic clinic focused on advanced cosmetic skin treatments in a modern, patient-centered environment.
We are seeking a proactive, organized, and patient-focused team member for a hybrid role involving:
- Front desk coordination
- Active lead follow-up
- CRM monitoring and patient communication
- Schedule management
- Operations support
- Assisting aestheticians during treatments when needed
This role is ideal for someone who enjoys both patient interaction and operational responsibility in a fast-paced aesthetic clinic environment.
Important About This Role
This is not a passive reception position.
During downtime, team members are expected to remain productive by:
- Monitoring incoming leads and CRM activity
- Following up with prospective patients
- Helping recover incomplete bookings
- Filling cancellations
- Supporting clinic workflow and treatment operations
We are looking for someone who actively contributes to clinic growth and revenue performance through strong communication, organization, and follow-through.
Applicants uncomfortable with patient follow-up, sales-oriented communication, or proactive outreach may not be the right fit for this position.
Core ResponsibilitiesLead Management & Patient Follow-Up
- Monitor CRM, phone, text, social media, and incoming lead channels throughout the day
- Respond promptly to all new inquiries
- Follow up with:
- Unbooked leads
- Missed consults
- No-shows
- Unresponsive inquiries
- Existing patients due for follow-up
- Help optimize consult booking flow and reduce lead loss
- Maintain accurate documentation of lead sources and booking outcomes
- Assist in filling schedule gaps and maintaining clinic productivity
Revenue Support & Incentive Tracking
This role directly supports clinic growth and patient conversion.
Employees are expected to actively participate in:
- Booking consultations
- Re-engaging inactive leads
- Supporting treatment conversion flow
- Maintaining strong patient communication and follow-through
Incentive Structure
- $30 booking incentive for qualifying leads booked to show up through internal clinic marketing channels
- Participation in clinic-wide bonus pool and performance incentives
- Additional incentives may be tied to clinic growth, booking performance, and operational contribution
Accurate CRM documentation and accountability are mandatory for incentive eligibility.
Front Desk Responsibilities
- Welcome and check in patients professionally
- Answer phones and manage clinic communication
- Book appointments accurately
- Process payments and maintain scheduling accuracy
- Enforce clinic policies professionally
- Maintain a polished and organized front desk environment
Operations & Clinical Support
- Assist aestheticians during treatments when needed
- Prepare and reset treatment rooms
- Support inventory monitoring and clinic organization
- Help maintain efficient schedules and operational flow
- Identify workflow gaps and contribute positively to clinic efficiency
What Success Looks Like in This Role
- Leads are responded to promptly
- Follow-ups are consistent and organized
- Patients feel guided and supported
- Downtime is used productively
- The clinic schedule remains optimized
- Team communication is professional and efficient
- The role contributes positively to clinic growth and patient experience
Qualifications
Preferred experience in:
- Medical aesthetics
- Cosmetic clinics
- Medical office administration
- Hospitality or luxury service environments
- Sales or patient coordination
Applicants should:
- Be highly organized and proactive
- Communicate confidently and professionally
- Be comfortable with sales-oriented communication and follow-up
- Thrive in a fast-paced environment
- Be comfortable multitasking
- Have a strong sense of urgency and responsiveness
- Be comfortable learning and using CRM and scheduling systems
Additional Expectations
- Team members must communicate professionally and accurately at all times
- Medical advice, diagnosis, or representation of provider credentials is not permitted
- This role requires initiative, accountability, and consistent engagement throughout the workday
Compensation
- Competitive hourly compensation based on experience
- $30 incentive for booking internally generated leads once they show
- Participation in clinic bonus pool and performance incentives
- Employee skincare/treatment perks
- Growth opportunities within the clinic
Schedule
- Full-time position
- Some evening and/or Saturday availability may be required
- Must be reliable, punctual, and dependable
How to Apply
Please submit:
- Resume
- Brief introduction about yourself
- Relevant experience in aesthetics, patient coordination, customer service, sales, or clinic administration.
Only candidates selected for interviews will be contacted.
Job Types: Full-time, Part-time
Pay: $19.00-$20.00 per hour
Benefits:
- Company events
- On-site parking
Work Location: In person
