Lead Conversion & Front Desk Coordinator

Lead Conversion & Front Desk Coordinator
Patient Experience | Scheduling | Sales Support | Lead Follow-Up

Arora MD Longevity & Aesthetics - East Brunswick, NJ

Full-time | In-person | $19-$22/hour based on experience
Performance-based bonus eligibility after training/probation period

Schedule: Tuesday-Friday, 9:30 AM-6:30 PM, plus every other Saturday from 11:00 AM-5:00 PM

Arora MD Longevity & Aesthetics is a physician-led longevity, hormone optimization, wellness, and aesthetics practice in East Brunswick, NJ. We specialize in hormone optimization, medical aesthetics, body contouring, skin health, wellness treatments, and personalized patient care.

We are growing and looking for a polished, highly organized, warm, confident, and conversion-minded Lead Conversion & Front Desk Coordinator to become the front-facing communication and revenue-support anchor of our practice.

This is not a passive receptionist role.

This role is best for someone who enjoys both people and performance. You must be comfortable answering calls, following up with leads, discussing pricing and next steps, collecting deposits, tracking outcomes, and being held accountable to conversion-related KPIs.

Role Overview

The Lead Conversion & Front Desk Coordinator will manage the front desk, answer calls, respond to patient inquiries, follow up with leads, schedule consultations and treatments, collect payments, support package and membership conversion, document outcomes accurately, and help ensure that no patient opportunity falls through the cracks.

The right person is warm, professional, charming, high-energy, reliable, organized, emotionally mature, and comfortable balancing hospitality with revenue-generating follow-up.

This person will work closely with the Operations Manager to track lead activity, conversion outcomes, follow-up completion, and key performance indicators.

Primary Objective

The primary objective of this role is to improve lead conversion, patient follow-up, and revenue capture while maintaining a high-end, physician-led patient experience.

This includes responding quickly to inbound calls, website leads, texts, DMs, voicemails, missed calls, and campaign responses; guiding prospective patients toward the appropriate consultation or treatment; supporting conversion into packages and memberships; and documenting each interaction accurately. This role does not provide medical advice; clinical questions are escalated to the physician or clinical team.

Key Responsibilities

Lead Conversion & Follow-Up

• Respond quickly to inbound leads, calls, texts, website inquiries, missed calls, voicemails, DMs, and campaign responses
• Prioritize speed-to-lead during business hours
• Follow up consistently with leads who have not booked, cancelled, no-showed, requested more information, or received quotes
• Re-engage warm leads, prior consults, quoted patients, and past patients who may be ready to move forward
• Ask basic qualifying questions using approved scripts
• Guide interested patients toward the appropriate consultation, treatment, package, or membership pathway
• Help convert interest into scheduled consultations and completed appointments
• Maintain a warm, consultative tone without being pushy, aggressive, or transactional

Revenue & Package Support

• Support conversion into aesthetic packages, wellness programs, body contouring programs, hormone consultations, memberships, and retail products
• Help patients understand general treatment pathways, pricing structure, deposits, payment options, and next steps
• Collect deposits and payments accurately
• Track package interest, quoted patients, purchase outcomes, payment status, and follow-up needs
• Document package values, treatment purchases, membership type, and collected revenue when applicable
• Coordinate with the physician, aesthetic team, clinical coordinator, and operations manager to avoid missed revenue opportunities

Front Desk & Patient Experience

• Greet patients warmly and professionally
• Create a calm, polished, organized, and welcoming front desk environment
• Help patients feel cared for from first contact through checkout
• Support a high-end, physician-led wellness and aesthetics experience
• Maintain professionalism with patients, staff, and providers at all times
• Support room flow, checkout, scheduling, and next-step communication
• Maintain the cleanliness, organization, and visual presentation of the front desk, lobby, and patient-facing areas

Phones, Scheduling & Communication

• Answer incoming calls and respond to voicemails promptly
• Schedule consultations, treatments, follow-ups, and membership visits
• Respond to texts, emails, website leads, and patient inquiries
• Confirm appointments and help reduce no-shows
• Communicate clearly with patients about appointment expectations, deposits, forms, and next steps
• Escalate clinical questions appropriately to the physician or clinical team

CRM/EMR Documentation & KPI Tracking

• Maintain accurate notes in the CRM/EMR
• Track lead source, follow-up attempts, booking status, show status, purchase outcome, and revenue outcomes
• Work with the Operations Manager to review weekly lead conversion KPIs
• Communicate open tasks clearly to the operations and clinical team
• Follow established SOPs, scripts, checklists, and tracking systems

KPIs This Role Helps Track

This role will work with the Operations Manager to track and improve:

• Speed-to-lead response time
• Number of inbound leads contacted
• Lead-to-consult booking rate
• Consult show rate
• No-show and cancellation recovery
• Follow-up completion rate
• Consult-to-purchase conversion support
• Package and membership conversion support
• Revenue outcomes from converted leads
• Reactivation of past leads and quoted patients
• Review generation and patient retention support

Ideal Candidate

You may be a great fit if you are:

• Warm, polished, charming, and professional
• High-energy without being chaotic
• Confident on the phone
• Comfortable with sales and follow-up conversations
• Excellent at customer service
• Highly organized and detail-oriented
• Fast and consistent with follow-up
• Calm under pressure
• Reliable and punctual
• Emotionally mature and receptive to feedback
• Comfortable using scripts, systems, trackers, and KPIs
• Interested in wellness, aesthetics, longevity, or patient care
• Able to take ownership without needing constant reminders
• Brings a positive, upbeat personality and contributes well to a close-knit team environment
• Comfortable participating in occasional practice-related social media content is strongly preferred

Requirements

• Prior experience in front desk, patient coordination, sales, hospitality, medical spa, aesthetics, dental, medical office, elective medicine, or customer service preferred
• Strong phone, text, and written communication skills
• Comfort with scheduling software, CRM/EMR systems, texting platforms, and basic computer tools
• Ability to multitask in a fast-paced patient-facing environment
• Strong attention to detail
• Professional appearance and demeanor
• Ability to handle confidential patient information appropriately
• Must be available for in-person work in East Brunswick, NJ

Preferred Experience

• Medical spa, aesthetics, wellness, dental, or elective medicine experience
• Sales or lead conversion experience
• Experience with membership-based practices
• Experience with high-ticket services or packages
• Familiarity with CRM, EMR, Weave, BoomerangFX, or similar platforms
• Social media or DM response comfort

Compensation

• $19-$22/hour based on experience
• Paid training
• Performance-based bonus eligibility after training/probation period
• Growth opportunity as the practice expands

Performance bonus eligibility may begin after 60-90 days, based on training completion, reliability, documentation accuracy, and role performance.

Bonus eligibility is tied to verified, documented contribution to completed consultations, package sales, membership sign-ups, retail sales, reviews, and other approved revenue-generating outcomes.

Bonuses are not automatic and are subject to management review, documentation, CRM/EMR verification, and practice policy.

Important Note

This role requires accuracy, accountability, professionalism, warmth, and a team-first attitude. We are looking for someone who wants to help the practice grow by creating an excellent patient experience and ensuring interested patients are followed up with consistently and professionally.

How to Apply

Please send your resume and a brief note explaining why you would be a strong fit for this patient-facing, lead conversion, and front desk role.

Pay: $19.00 - $22.00 per hour

Work Location: In person