Operations Coordinator

Amelia Aesthetics is dedicated to empowering individuals through modern plastic surgery, medspa and health procedures designed to inspire a lifetime of confidence. Specializing in life-changing breast, body and facial surgeries, Amelia Aesthetics combines cutting-edge techniques with a compassionate care.

The Amelia team is built on providers and staff selected for their exceptional skills and genuinely kind hearts. With locations in Raleigh, St. Louis, Evansville, Wilmington, San Antonio, Tampa Bay and South Florida, Amelia Aesthetics is among the fastest growing aesthetics groups in the US.

About the Opportunity

We are seeking an Operations Coordinator to serve as the first point of contact for our patients and a key driver of daily operations.

You will be on-site, immersed in the day-to-day of the practice, while also supporting operational excellence behind the scenes—working with analytics and reports, identifying opportunities for improvement, and helping build more efficient systems and workflows.

In this role, you will act as a bridge between patients, providers, and internal teams—delivering the Amelia experience with both warmth and precision.

What You’ll Do:

Patient Experience & Front Desk Operations

• Serve as the first point of contact for all patients—delivering a warm, professional, and elevated experience from arrival through checkout
• Manage check-in and check-out processes, including paperwork, payments, and next-step coordination
• Answer phones, respond to inquiries, and guide patients through scheduling, services, and financing options
• Maintain a clean, organized, and welcoming front office environment that reflects the Amelia brand
• Coordinate closely with providers and clinical teams to ensure a seamless and efficient patient flow throughout the day

Scheduling & Operational Efficiency

• Manage provider schedules to optimize utilization, minimize gaps, and ensure a balanced, productive day
• Identify opportunities to improve scheduling flow, reduce downtime, and enhance the overall patient experience
• Support consult and surgery scheduling alignment, ensuring accuracy and efficiency across systems
• Proactively adjust schedules in real-time based on cancellations, delays, or shifting priorities

Reporting & Performance Tracking

• Run and maintain daily, weekly, and monthly reports (consult volume, conversion, schedule utilization, etc.)
• Track key performance metrics and identify trends, gaps, and opportunities for improvement
• Partner with leadership to ensure data accuracy and support decision-making with timely insights
• Help transition manual reporting processes into more streamlined, scalable systems
• Working with serveral CRM, scheduling and software platforms including Nextech, NextPatient, Excel and Word
  

What You Bring:

Required Qualifications

• Strong communication skills—you are warm, professional, and confident interacting with patients in person, over the phone, and via email/text
• Highly organized with strong attention to detail and the ability to manage multiple priorities in a fast-paced environment
• Experience coordinating schedules, managing calendars, and maintaining efficient patient flow
• Comfortable working with technology and learning new systems (EHR systems, scheduling tools, reporting platforms)
• Ability to run basic reports, track key metrics, and identify opportunities to improve processes and workflows
• A proactive, solutions-oriented mindset—you don’t just follow systems, you help improve them
• Professional, polished presence with a strong focus on delivering an elevated patient experience
• Team-oriented with the ability to collaborate across clinical, surgical, and administrative teams
• Comfortable in a clinical environment and able to handle sensitive situations with discretion and empathy
  

Preferred Qualifications

• Bachelor's degree or equivalent
• Experience in aesthetics, wellness, healthcare, or luxury lifestyle verticals
• Familiarity with HIPAA-compliant content workflows, and social media consent practices in a medical setting
  

What We Offer

• Competitive base salary commensurate with experience
• Health, dental, and vision benefits
• Paid time off and paid holidays
• Access to Amelia Aesthetics employee treatment benefits
• Professional development support
• Health, Dental, Vision options
• 401(k)
• Parental Leave
• Friends & Family discounts on medspa and surgical services
• A collaborative, creative culture with real opportunity to grow alongside a scaling brand