Summary
Overview
Work History
Education
Skills
Timeline
Generic

Kathleen Vargas

Ewing,NJ

Summary

Bilingual (English/Spanish) Client Coordinator and Medical Aesthetic Administrative Assistant with over 5 years of experience in luxury wellness clinics and medical spas. Passionate about helping others look and feel their best through holistic, functional, and aesthetic health services. Proven expertise in patient education, front desk operations, clinical support, injectables, hormone and peptide protocols, and skincare product sales. Adept at creating seamless patient experiences, building trust, and supporting high-volume teams with professionalism, empathy, and precision. Dedicated to staying at the forefront of wellness and aesthetics through continuous learning and client-centered care

Overview

6
6
years of professional experience

Work History

Concierge & Medical Assistant

Eminence Medical Aesthetics
05.2025 - Current
  • Greet and check in patients for advanced aesthetic treatments, ensuring a seamless and welcoming experience from arrival to departure
  • Schedule appointments, coordinate provider calendars, and manage treatment follow-ups and package tracking using EMR systems
  • Numb patients prior to injectables and device-based treatments, ensuring proper timing and comfort protocols
  • Prepare treatment rooms with sterile tools, devices, and products, assisting providers with setup for PRP, microneedling, HydroFacials, and injectables
  • Clean and sanitize treatment rooms post-procedure in compliance with spa safety and OSHA standards
  • Capture and document clinical before-and-after photos, track treatment progress, and maintain organized patient records
  • Educate patients on post-treatment care, product recommendations, and skin health maintenance
  • Answer phones and manage online/email inquiries, converting leads into scheduled consultations
  • Promote memberships, monthly specials, and medical-grade skincare products (e.g., SkinMedica, Image Skincare, Epicutis)
  • Support inventory restocking, order placement, and front desk presentation to maintain a polished spa environment
  • Communicate fluently in Spanish and English to support a diverse client base.

Patient Care Advocate & Concierge

Aqua Vitae/ Low Country Male Longevity Clinic
04.2024 - 04.2025
  • Oversaw daily clinic operations specializing in hormone optimization (TRT), peptides, sports health, and sexual wellness, ensuring a seamless experience for patients and providers.
  • Managed front desk and all customer service functions, including appointment scheduling, follow-up communications, and handling patient inquiries with professionalism and care.
  • Maintained pharmacy inventory and coordinated all medical supply orders to ensure uninterrupted treatment delivery and compliance with clinical protocols.
  • Collaborated with medical directors and providers to schedule internal meetings, patient consultations, and treatment plans.
  • Led efforts to improve client retention by collecting and organizing patient testimonials and managing online review generation campaigns.
  • Streamlined inventory and product management systems, reducing errors and optimizing supply costs.
  • Ensured HIPAA compliance and maintained accuracy in all patient records and EMR documentation.

Concierge & Junior Admin

Oxford Club, Salon & Spa
01.2022 - 03.2024
  • Supported operations across a multi-service luxury facility including a salon, fitness center, medical spa, and nail spa, ensuring a seamless and elevated guest experience.
  • Supervised front desk staff and daily operations, providing hands-on support in scheduling, conflict resolution, and client satisfaction.
  • Managed spa inventory and vendor ordering for skincare, wellness, and salon products, maintaining optimal stock levels while controlling costs.
  • Created and maintained detailed staff schedules for estheticians, massage therapists, nail technicians, and salon professionals, ensuring efficient team coverage and smooth service delivery.
  • Played a key role in sales performance by educating guests on spa packages, retail products, and memberships, contributing to revenue growth.
  • Delivered five-star customer service by responding to guest concerns and special requests with professionalism and discretion.
  • Trained and mentored new hires on client service protocols, spa policies, and booking software (MindBody), supporting a consistent, high-quality guest experience.
  • Collaborated with marketing to support promotions, guest follow-ups, and review collection initiatives to boost visibility and client loyalty.

Lead Receptionist

Symmetry 360 Spa
01.2020 - 12.2021
  • Developed comprehensive training materials for new hires, ensuring a smooth onboarding process.
  • Managed front desk operations, which ensured smooth check-ins and appointments for clients, helping maintain high customer satisfaction levels.
  • Handled client inquiries and complaints with care, ensuring timely resolutions that fostered strong relationships and encouraged repeat visits.
  • Processed payments and managed transactions accurately, which helped maintain financial integrity and contributed to an increase in monthly revenue.

Education

Bachelor of Arts - Psychology

Montclair State University
Montclair, NJ

Skills

  • Bilingual Communication – English & Spanish
  • Client Consultations & Patient Education
  • Front Desk & Reception Management
  • Medical Spa Workflow & Protocols
  • Appointment Scheduling & EMR Proficiency
  • Pre/Post-Treatment Patient Support
  • Clinical Photography & Progress Tracking
  • Hormone Therapy & Peptide Protocol Familiarity
  • IV Therapy & Injectable Procedure Support
  • Product Knowledge – Supplements & Medical-Grade Skincare
  • Retail Sales & Membership Upselling
  • HIPAA Compliance & Documentation
  • Multi-Line Phone & Email Correspondence
  • Inventory Management & Room Setup
  • Team Collaboration & Provider Support
  • Customer Relationship Building
  • Attention to Detail & Organizational Skills
  • Calm Under Pressure in High-Volume Environments

Timeline

Concierge & Medical Assistant

Eminence Medical Aesthetics
05.2025 - Current

Patient Care Advocate & Concierge

Aqua Vitae/ Low Country Male Longevity Clinic
04.2024 - 04.2025

Concierge & Junior Admin

Oxford Club, Salon & Spa
01.2022 - 03.2024

Lead Receptionist

Symmetry 360 Spa
01.2020 - 12.2021

Bachelor of Arts - Psychology

Montclair State University

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