Front Desk Receptionist

The Front Desk Receptionist ensures guests have a rememberable experience when they call or walk through the door. They are responsible for ensuring all guests are scheduled accurately, receiving their services promptly and professionally, checked out accurately and always prebooked for their next appointment with us. Our Front Desk Receptionist must embody White Pearl Med Spa core values and reflect them through interactions and behaviors. Front Desk Receptionist must continually meet guest expectations by responding to guest questions and inquiries, managing the guest intake process, upselling & recommending services and products, ensuring a clean and organized workspace, providing excellent communication and and representing the White Pearl Med Spa brand at the highest level.

Daily Responsibilities:

• Greeting and Welcoming Clients: When clients arrive at the med spa, they will be responsible for providing a warm and friendly welcome. This includes checking them in, offering refreshments, making sure their consent forms and any other paperwork is signed and completed prior to the treatment and ensuring they are comfortable while they wait.
• Appointment Scheduling: Manage the appointment book, book & prebook client appointments, make reminder calls or send appointment confirmations and make follow up calls with clients post treatment. Being organized and efficient is essential to avoid double bookings, no shows and scheduling conflicts.
• Client Information: Collect and update client information, including personal details, medical history, and consent forms. This information is essential for the spa's records and the safety of treatments while also following HIPPA regulations.
• Answering Inquiries: Be knowledgeable about the spa's services, pricing, and special offers. Be prepared to answer client inquiries about treatments, products, and upsell.
• Client Relation: Follow up with clients post treatment for check in on results. Build and maintain positive relationships with clients. Gather feedback and suggestions to improve the client experience. Assist & engage in client retention efforts, such as suggesting membership programs, loyalty rewards system and cross networking/recommending our spa services with other injectors, estheticians & other wellness staff.
• Payment Processing: Handle payments, including collecting copayments, deductibles, or payments for services and products. Familiarity with cash registers and electronic payment systems is helpful.
• Maintaining a Clean and Organized Front Desk: Ensure the front desk area is tidy and organized at all times. Make sure the front desk is stocked with all necessary forms, brochures, and promotional materials readily available for client usage.
• Conflict Resolution: Handle client complaints, requests or concerns professionally & compassionately and involving management when necessary. Documentation of any and all client interaction is important for the integrity and communication for all staff.
• HIPAA Compliance: When dealing with medical records or personal health information, it's crucial to be aware of and adhere to Health Insurance Portability and Accountability Act (HIPAA) regulations to protect client privacy.
• Computer Skills: Proficiency in using computer software for appointment scheduling, client management, and billing is required.
• Multi-Tasking: The front desk can get busy, so multitasking is essential. You may need to answer phones, greet clients, handle paperwork, and simultaneously assist with other administrative tasks within the same time frame.
• Customer Service: Always maintain a warm, friendly and helpful attitude. Good customer service skills are essential for creating a positive client experience.
• Teamwork: Collaborate with other spa staff, including therapists, injectors, wellness staff, estheticians, and management, to ensure smooth operations and a cohesive work environment. Always be willing to step in and be a self starter to keep the rhythm of the med spa cohesively. We do not have a “that is not my job” attitude.
• Product Knowledge: Familiarize with the spa's retail product line to assist clients in choosing appropriate skincare or wellness products that will promote their post treatment maintenance for the best results.
• Upkeep of Supplies: Keep track of office supplies, brochures, and other materials needed at the front desk and request restocking when necessary.
• Open/Closing Duties: Opening and closing the spa making sure all treatment rooms are are flipped and restocked for the following day. Guaranteeing the spa is clean, restocked and ready for service at opening hours. All daily operation & cleaning tasks are done.

Qualifications:

• A high school diploma or equivalent is preferred; some college education is preferred.
• Previous experience in a customer service or receptionist role, preferably in a spa, salon, or healthcare setting.
• Personable and possess the confidence necessary to engage the sales process.
• Excellent interpersonal and communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in using spa management software and basic computer skills.
• Experience in appointment scheduling, data entry & clerical tasks.
• Knowledge of spa services and products is a plus.
• Passion for aesthetics and the desire to grow & learn more about the industry.
• Team-oriented and willing to do what it takes to help the team succeed.
• Ownership mindset of their role, driven to succeed.
• Professional uniform appearance and demeanor.
• Bilingual/Spanish speaking is a plus

Overall, the front desk receptionist at White Pearl is a vital and very important asset to our team! Our front desk receptionist should always provide excellent customer service, and contribute to the smooth daily operation of the spa. It's essential to be organized, professional, and attentive to detail in this role.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Life insurance
• Parental leave

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Weekends as needed

Work Location: In person

Salary : $15 - $20