Archived listing. The details below describe a past opening.
NAIMA is a Canadian Medical Aesthetics and Wellness Training Institute and one of the businesses under 3D Medical Technologies.
NAIMA is focused on delivering high-quality, practical education for healthcare and aesthetics professionals across Canada. We are building a scalable, nationally accessible training platform, delivering specialized medical aesthetics courses across major Canadian cities through experienced trainers and local venue partners.
As NAIMA continues to grow nationally, we are building a strong team focused on delivering an exceptional student experience and supporting sustainable business growth.
About the Role
We are looking for a highly organized, customer-focused and results-driven Admissions & Student Experience professional to manage the student journey from initial inquiry through enrollment, course completion and post-course engagement.
The role will be responsible for managing prospective student leads, converting qualified inquiries into paid enrollments, coordinating student onboarding, maintaining accurate CRM records, and ensuring a seamless student experience throughout the training journey.
Key Responsibilities
Admissions & Lead Management
- Respond to prospective student inquiries through phone, email, SMS and CRM.
- Provide accurate information on courses, prerequisites, schedules, locations, fees and admission requirements.
- Qualify leads and manage follow-ups throughout the admissions journey.
- Convert qualified leads into registrations and paid enrollments.
- Maintain an active admissions pipeline against enrollment targets.
- Escalate complex admissions or commercial matters to the appropriate management team.
Enrollment & Payment Coordination
- Process student registrations and maintain accurate enrollment records.
- Coordinate deposits, outstanding balances and payment follow-ups.
- Work closely with Finance to monitor payment status and outstanding balances.
- Support achievement of course enrollment and revenue targets.
Student Onboarding & Course Coordination
- Provide students with registration confirmations, course information and preparation requirements.
- Collect required documentation and confirm attendance before scheduled training.
- Communicate course schedules, locations and any changes to students in a timely manner.
- Coordinate student requirements with Operations and training teams.
- Maintain accurate student attendance and participation records.
Student Experience & Support
- Serve as a key point of contact for students before, during and after training.
- Respond to student questions and coordinate resolution of concerns.
- Maintain professional and timely communication throughout the student journey.
- Monitor student feedback and identify opportunities to improve the student experience.
Certification & Post-Course Engagement
- Coordinate preparation and distribution of student certificates.
- Maintain accurate certification records and ensure timely issuance.
- Follow up with students after course completion and collect feedback.
- Maintain relationships with graduates and promote relevant future learning opportunities.
- Support repeat enrollment, referrals and long-term student engagement.
CRM & Reporting
- Maintain accurate lead, student and enrollment records in the CRM.
- Update lead stages, follow-up activities, enrollment and payment status.
- Track admissions pipeline, enrollment, attendance and student activity.
- Prepare regular admissions and student activity reports for management.
Cross-Functional Collaboration
- Work closely with Marketing & CRM to support lead generation and conversion.
- Coordinate with Finance on payments and outstanding balances.
- Coordinate with Operations and trainers on student and course requirements.
- Ensure accurate and timely flow of student information across internal teams.
Key Requirements
- 2–4+ years of experience in admissions, student services, customer success, sales coordination, education/training administration or a similar role.
- Strong experience in lead follow-up, customer communication and conversion.
- Hands-on experience working with CRM systems and maintaining accurate pipelines.
- Strong organizational and administrative skills with excellent attention to detail.
- Excellent verbal and written communication skills.
- Ability to manage multiple leads, students, courses and deadlines simultaneously.
- Strong customer-service mindset with a professional and solution-oriented approach.
- Comfortable following up on payments and enrollment requirements.
- Ability to work collaboratively with Sales, Marketing, Finance, Operations and training teams.
- Experience in medical aesthetics, healthcare, professional training or education will be considered an asset.
- Strong proficiency in Microsoft Office/Google Workspace and CRM platforms.
- Must be currently based in Canada.
Success in This Role
Success will be measured through lead conversion, enrollment achievement, timely follow-up, CRM accuracy, payment coordination, student satisfaction, repeat enrollment and referral activity.
