Front Office Support Staff

We are seeking a personable, organized, and professional Front Office support member to join our medical spa and wellness center team. This role is critical to ensuring a positive and welcoming experience for all clients. As the first point of contact, the Front Office Staff will greet clients, manage appointment scheduling, handle client inquiries, and provide administrative support to the clinic staff. The ideal candidate will possess excellent communication skills, a friendly demeanor, and a strong attention to detail. We are a private & growing business seeking great talent to add in the aesthetic industry.

Responsibilities :

• Client Interaction and Reception :

Greet clients warmly upon arrival and provide an inviting, comfortable experience.

• Check clients in and out, confirm appointments, and guide them through intake forms and pre-treatment requirements.
• Manage a multi-line phone system, answering calls, responding to inquiries, and directing calls to the appropriate personnel.
• Appointment Scheduling and Management :

Coordinate appointments, utilizing scheduling software to optimize provider availability.

• Confirm and remind clients of upcoming appointments via phone, text, or email.
• Handle last-minute cancellations or rescheduling requests and communicate changes promptly with team members.
• Administrative Support :

Process payments, manage receipts, and maintain accurate client records, following HIPAA compliance and clinic policies.

• Assist in ordering and managing inventory for front-office supplies.
• Prepare and organize client charts, treatment records, and promotional materials as needed.
• Client Education and Product Sales :

Inform clients about services, membership packages, and product offerings.

• Upsell products and services where appropriate to enhance the client experience and boost revenue.
• Address client concerns and assist with minor troubleshooting (e.g., product returns or booking issues).
• Environment Maintenance :

Ensure the reception area, lounge, and treatment areas are clean, orderly, and stocked.

• Monitor and maintain a calm, relaxing atmosphere in line with the spa's aesthetic and values.
• Team Collaboration :

Work closely with medical and wellness staff to ensure smooth client flow and effective communication.

• Participate in team meetings and training sessions to stay updated on services, products, and policies.

Qualifications :

• High school diploma or equivalent; additional certification in hospitality, administration, or customer service is a plus.
• Previous experience in a medical office, spa, wellness, or hospitality setting preferred.
• Proficiency in scheduling software and basic office software, EMR use (e.g., MS Office Suite, Google Workspace).
• Excellent verbal and written communication skills.
• Strong multitasking, organizational, and problem-solving skills for team and customer support.
• Knowledge of spa treatments, wellness services, or medical aesthetics is an asset!
• Ability to work flexible hours, including evenings and weekends if required.

Job Title : Front Office Staff - Medical Spa and Wellness Center

Location : [Specify Location]

Position Type : Full-Time / Part-Time

Job Summary :

We are seeking a personable, organized, and professional Front Office Staff member to join our medical spa and wellness center team. This role is critical to ensuring a positive and welcoming experience for all clients. As the first point of contact, the Front Office Staff will greet clients, manage appointment scheduling, handle client inquiries, and provide administrative support to the clinic staff. The ideal candidate will possess excellent communication skills, a friendly demeanor, and a strong attention to detail.

Responsibilities :

• Client Interaction and Reception :

Greet clients warmly upon arrival and provide an inviting, comfortable experience.

• Check clients in and out, confirm appointments, and guide them through intake forms and pre-treatment requirements.
• Manage a multi-line phone system, answering calls, responding to inquiries, and directing calls to the appropriate personnel.
• Appointment Scheduling and Management :

Coordinate appointments, utilizing scheduling software to optimize provider availability.

• Confirm and remind clients of upcoming appointments via phone, text, or email.
• Handle last-minute cancellations or rescheduling requests and communicate changes promptly with team members.
• Administrative Support :

Process payments, manage receipts, and maintain accurate client records, following HIPAA compliance and clinic policies.

• Assist in ordering and managing inventory for front-office supplies.
• Prepare and organize client charts, treatment records, and promotional materials as needed.
• Client Education and Product Sales :

Inform clients about services, membership packages, and product offerings.

• Upsell products and services where appropriate to enhance the client experience and boost revenue.
• Address client concerns and assist with minor troubleshooting (e.g., product returns or booking issues).
• Environment Maintenance :

Ensure the reception area, lounge, and treatment areas are clean, orderly, and stocked.

• Monitor and maintain a calm, relaxing atmosphere in line with the spa's aesthetic and values.
• Team Collaboration :

Work closely with medical and wellness staff to ensure smooth client flow and effective communication.

• Participate in team meetings and training sessions to stay updated on services, products, and policies.

Qualifications :

• High school diploma or equivalent; additional certification in hospitality, administration, or customer service is a plus.
• Previous experience in a medical office, sales, spa, wellness, or hospitality setting preferred.
• Proficiency in scheduling software and basic office software (e.g., MS Office Suite, Google Workspace).
• Excellent verbal and written communication skills.
• Strong multitasking, organizational, and problem-solving skills.
• Knowledge of spa treatments, wellness services, or medical aesthetics is an asset.
• Ability to work flexible hours, including evenings and weekends if required.

Personal Attributes :

• Warm, friendly, and professional demeanor with strong interpersonal skills.
• Highly organized and attentive to detail.
• Passionate about wellness, aesthetics, and client satisfaction.
• Ability to remain calm and composed in a fast-paced environment.

Benefits :

• Competitive hourly wage
• Discounts on treatments and products
• Commission on Sales
• Opportunities for training and development
• Positive, collaborative, and supportive work environment
• Future Medical Insurance, Dental and Vision stipend Bonuses.

Current Positions : Per Diem; Part Time

Schedule (Tuesday through Saturday); Closed Sunday -Monday