Administrative / Office Assistant

Job Title : Administrative Assistant Job Type : [Full-time / Part-time] Reports To : Spa Manager About Adorn Medical Spa : Adorn Medical Spa is a premier medical spa that offers luxury, cutting-edge aesthetic treatments to enhance the natural beauty and well-being of our clients. We provide a serene and professional environment where clients receive personalized care tailored to their specific needs. Join our dynamic team and become a part of an innovative spa that blends wellness with beauty! Job Summary : We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to join our team at Adorn Medical Spa. The ideal candidate will support the daily operations of the spa by handling administrative tasks, managing office systems, and assisting with client interactions. If you’re a multitasker with a passion for providing excellent service and maintaining smooth operations, this role is for you! Key Responsibilities : Administrative Support : Provide general administrative assistance, including answering phone calls, responding to emails, and managing office correspondence. Scheduling : Manage appointments and maintain the spa’s calendar, ensuring that appointments are scheduled efficiently and that the spa’s schedule runs smoothly. Client Coordination : Assist clients with their questions, inquiries, and concerns, both in person and over the phone, while ensuring exceptional customer service. Inventory Management : Monitor and track office supplies, spa products, and treatment materials. Assist with ordering supplies and ensuring stock levels are maintained. Document Management : Maintain accurate and organized client records, appointment logs, and other essential documents in both digital and physical formats. Billing and Payments : Assist with billing, invoicing, and processing payments. Ensure that client charges are accurate and up-to-date. Office Organization : Keep the front office, waiting area, and workspaces tidy and organized, creating a welcoming and professional environment for clients and staff. Spa Marketing & Promotions : Assist with promotional efforts, including distributing marketing materials, updating social media, and supporting client outreach programs. Team Support : Assist the spa manager and other team members with day-to-day operational tasks and help ensure the smooth running of spa services. Client Feedback : Collect and manage client feedback to ensure customer satisfaction and improve spa services where necessary. Special Projects : Take on special projects as needed to improve office efficiency or contribute to the overall success of the spa. Qualifications : Experience : Previous experience as an administrative assistant, office coordinator, or similar role, preferably in the beauty or wellness industry. Skills : Excellent organizational, communication, and time-management skills. Strong attention to detail and ability to handle multiple tasks at once. Customer Service : A positive, professional, and approachable demeanor with a passion for delivering excellent customer service. Tech-Savvy : Comfortable with office software (e.g., Microsoft Office Suite, Google Workspace) and scheduling systems (training provided on specific tools). Problem-Solving : Strong ability to handle day-to-day challenges with resourcefulness and professionalism. Multitasking : Ability to efficiently manage time and handle several responsibilities simultaneously. Confidentiality : Ability to maintain confidentiality and handle sensitive information with discretion. Preferred Skills : Experience in the beauty, wellness, or medical spa industry is a plus. Familiarity with basic accounting or invoicing software. Basic knowledge of marketing and social media platforms. Benefits : Competitive salary with performance-based incentives. Employee discounts on spa services and products. Opportunities for growth and professional development within the spa. Supportive and positive work environment with a team-oriented culture. Comprehensive training on spa services, office management, and customer service techniques. Powered by JazzHR