Practice Operations Coordinator

Practice Operations Coordinator

The Kissed Peach Integrative Aesthetics & Wellness

Waukee, Iowa | On-site

Schedule: Approximately 32–36 hours per week

Pay: $25–$28 per hour, depending on experience

ABOUT THE ROLE

The Kissed Peach is seeking an organized, personable, and proactive Practice Operations Coordinator to help our aesthetic and wellness practice run smoothly.

This role combines patient experience, front-desk coordination, inventory management, administrative systems, and marketing support. You’ll work directly with the owner and alongside our clinical team to keep patients informed, schedules organized, supplies accounted for, and projects moving forward.

You’ll enjoy this position if you like both connecting with people and working behind the scenes to make things work better. We’re looking for someone who notices what needs attention, follows through, and brings thoughtful solutions.

WHAT YOU’LL DO

Patient Experience & Scheduling

• Provide a welcoming, professional experience from the first inquiry through checkout and follow-up.

• Manage calls, texts, emails, and online inquiries with timely, accurate communication.

• Coordinate appointments, cancellations, waitlists, rebooking, and designated front-desk coverage.

• Review upcoming appointments for required paperwork, scheduling accuracy, and administrative readiness.

• Coordinate required medical-exam scheduling and documentation tracking with clinical providers.

• Support patient follow-up, referral programs, rewards, memberships, packages, and account questions.

• Resolve routine administrative concerns and promptly route clinical questions to the appropriate provider.

Inventory & Practice Systems

• Maintain accurate inventory records for retail products, treatment supplies, and office essentials.

• Coordinate counts, monitor expiration dates, and prepare purchasing recommendations.

• Track orders, shipments, backorders, returns, vendor credits, and manufacturer rebates.

• Reconcile invoices and deliveries and maintain organized vendor information.

• Maintain accurate information in Boulevard and related practice platforms.

• Prepare reports on scheduling, inventory, patient retention, memberships, and practice performance.

Marketing & Events

• Coordinate with our marketing partner on content, deadlines, website updates, and promotions.

• Create and coordinate newsletters, promotional materials, and photo/video content.

• Support clinic events, representative visits, product education, and new-service launches.

• Coordinate patient review requests and respond using approved privacy-conscious guidelines.

• Help track campaign and event results.

Administrative Coordination

• Maintain training calendars, renewal reminders, compliance records, and organized procedures.

• Prepare meeting agendas, action lists, and concise progress reports.

• Coordinate equipment-service appointments and other operational projects as assigned.

• Identify recurring problems and help build practical, repeatable solutions.

WHAT WE’RE LOOKING FOR

• Experience coordinating operations, administration, or patient/customer service in a medical practice, aesthetics business, hospitality setting, or comparable service environment.

• Strong organization, attention to detail, and reliable follow-through.

• Warm, professional communication in person, by phone, and in writing.

• Comfort working with spreadsheets, scheduling software, and multiple digital platforms.

• Confidence reconciling inventory, reviewing invoices, and tracking deadlines.

• Sound judgment with confidential information and sensitive patient concerns.

• The ability to prioritize, work independently within established guidelines, and recognize when to ask for help.

• A collaborative approach and willingness to contribute to the everyday needs of a small team.

Aesthetics experience and familiarity with Boulevard, manufacturer rewards programs, newsletters, or social media content are preferred. A clinical license is not required.

GROWTH OPPORTUNITY

This position offers the opportunity to develop toward practice operations management as you demonstrate strong results and the business’s needs evolve. You’ll have direct collaboration with the owner and meaningful involvement in improving the patient experience and daily operations.

HOW TO APPLY

Submit your resume and a brief introduction explaining why this role interests you. Please include an example of a process you improved, a project you coordinated, or a customer concern you successfully resolved.

The Kissed Peach is an equal opportunity employer.