Clinic Coordinator | Premium Aesthetic ClinicThe Heritage Aesthetics Clinic – Northcote VICThe Heritage Aesthetics Clinic is a new, premium, medically-led aesthetic space built on genuine care, trust, and attention to detail.
Everything we do is centred around creating natural, refined results while ensuring every patient feels truly seen, heard, and looked after.More than just a clinic, Heritage has been created to feel like a supportive and welcoming family, not only for our clients, but for our team.
We value collaboration, growth, and building something meaningful together, where each team member plays an important role in shaping the experience we deliver.We are currently seeking a professional, confident, and highly organised Clinic Coordinator to become the face of our clinic and play a key role in daily operations and client experience.About UsThe Heritage Aesthetics Clinic is a new, premium, medically-led aesthetic space built on genuine care, trust, and attention to detail.
Everything we do is centred around creating natural, refined results while ensuring every patient feels truly seen, heard, and looked after.More than just a clinic, Heritage has been created to feel like a supportive and welcoming family, not only for our clients, but for our team.
We value collaboration, growth, and building something meaningful together, where each team member plays an key role in shaping the experience we deliver.We are currently seeking a professional, confident, and highly organised Clinic Coordinator to become the face of our clinic and play a key role in daily operations and client experience.About the RoleThe purpose of this role is to help create a warm, welcoming, and seamless experience for every client who walks through the doors of The Heritage Aesthetics Clinic.
As the first point of contact for clients, visitors, and the clinical team, you will play a huge role in the overall energy, experience, and day-to-day flow of the clinic.This is more than a standard reception role.
You'll be responsible for managing all client enquiries, following up potential clients, coordinating bookings, processing payments, maintaining systems and Google spreadsheets,



and supporting the Cosmetic Registered Nurse and Dermal Therapist to ensure everything runs smoothly behind the scenes.You will oversee enquiry management, bookings, rebooking activity, and clinic KPI's while supporting overall clinic performance and flow.
A large part of this role involves building genuine rapport with clients, confidently communicating both in person and over the phone, and helping convert enquiries into confirmed bookings through a warm, bubbly, and proactive approach.We're looking for someone who is organised, confident, people-focused, and enjoys being busy within a fast-paced, high-end clinic environment.
Someone who brings positive energy to the team, enjoys taking initiative, and genuinely cares about creating a great experience for both clients and the people around them.This is an exciting opportunity for the right person looking for a permanent full-time, long-term career.
You will have the opportunity to grow alongside a premium clinic from the very beginning and become part of a genuinely supportive, close-knit team environment.
We are passionate about creating a workplace that feels positive, motivating, and rewarding, where people feel appreciated for their contribution, supported in their growth, and proud to be part of something meaningful long term.Key ResponsibilitiesClient Experience, Front of House and backendLead front-of-house operations, ensuring a seamless, warm, and elevated client experience at every touchpointSupport the coordination of the team and daily schedules to ensure smooth clinic flowWork closely with the Director to support team performance and overall clinic goalsOversee day-to-day operations including reception, bookings, and shift coordinationMaintain and improve systems, processes, and workflows to ensure efficiency and organisationManage client enquiries, follow-ups,



and communication to support the full client journeyUphold a strong, values-led team culture built on professionalism, care, and mutual supportDevelop, launch, and manage marketing campaigns across EDMs, social media, and print collateralA structured handover and ongoing support will be provided to ensure a confident transition into the role.Who you areHighly professional and well-presentedBrings a warm, bubbly, and confident presence, creating a strong first impression for every clientCommunicates with ease and professionalism, both in person and over the phoneIs proactive in following up enquiries and supporting rebooking, with a natural ability to build rapportUnderstands the importance of consistency, organisation, and contributing to overall clinic performanceEssential Skills & ExperienceMinimum 2-3 years of experience in clinic coordination within a medical, aesthetic or cosmetic clinic (MUST HAVE previous experience working in a medical cosmetics environment)Good IQ in working IP software such as google spreadsheets, google docs, excel, navigate software portals that align with the business- standard onboarding handover will be provided (training will be provided if not fully confident)Strong organisational and time-management skillsExcellent verbal and written communicationProfessional personal presentationAbility to multitask in a fast-paced environmentStrong attention to detailConfidence using booking systems, emails, and digital platformsWhat We OfferA supportive, uplifting, and genuinely team-focused clinic environmentA structured onboarding process with ongoing support to help you feel confident in your roleExciting long-term career growth and development opportunities as the clinic expands!
The opportunity to work within a premium, high-end aesthetic clinic environmentWell-structured systems and processes designed to support both organisation and successThe chance to grow alongside a clinic being built with long-term vision, care, and purposeA workplace where your contribution is recognised and you feel genuinely part of the journey, not just another employee
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📌 Clinic Coordinator | Premium Aesthetic Clinic (Victoria)
🏢 The Heritage Aesthetics Clinic
📍 Victoria