Job Detail

The Front Desk Coordinator is responsible for interacting with all of our guests beginning with their welcome into the facility through the final processing at the completion of their treatment. As Front Desk Coordinator with Ahava Medspa, you will perform routine reception and administrative tasks designed to keep the health practitioners and the office running smoothly. Have the knowledge and ability to explain and discuss our products and services with our guests. The general duties include answering and returning follow-up phone calls, setting appointments, filing, and processing payments.

The Front Desk Receptionists are responsible for a smooth workflow in the reception area and ensuring that each patient receives the highest level of customer service throughout the scheduling, check-in, and check-out process. As the first point of contact, the Front Desk Receptionist handles all patients in a professional and courteous manner. Front Desk Receptionist job duties may change from time to time and she/he may be asked to assist in other areas of the practice.
REQUIREMENTS & PERFORMANCE STANDARDS

• A stable work history with two or more years of experience working as a medical/health spa front desk receptionist and/or customer service representative in a service related industry.
• Prior experience working in an aesthetic medical facility is a plus!
• Experience with proprietary software such as Nextech is a plus!
• Proven ability to type 35 wpm or greater.
• Ability to manage multiple tasks at once and prioritize work.
• Ability to comprehend and follow established procedures, guidelines, and instructions.
• Ability to maintain a professional appearance and demeanor at all times.
• Command of the English language including effective written and oral communication skills.
• High School diploma or equivalent required.
• Excellent people skills.
• Proficient computer skills
• Additionally, the Front Desk Representative assists with transitional cleaning of the spa and relaxation area as needed.
• Must be detail-oriented and have the ability to multitask.
• Ability to be efficient and productive in a luxury, fast-paced environment.
• Must have enthusiasm and possess excellent customer service skills.
• Must possess basic math skills.
• Enjoy working with people and possess a friendly and outgoing personality.
• Excellent communication, listening and computer skills.
• Must be a team player.
• Must have weekend availability.

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Duties and Responsibilities:

• Be on time for shift and maintain consistent, regular attendance record
• Properly open and close spa each day according to Standard Operating Procedures.
• Accurately book, change and cancel spa appointments.
• Acknowledge and greet everyone who enters and leaves the spa.
• Ensure that the check-in, check-out and payment process is handled in accordance with company policy
• Provide callers and guests with detailed descriptions of spa treatments, packages, services, and hours of operation.
• Utilize spa computers with skill and proficiency; document guest information in electronic record as directed.
• Answer the phone promptly and use the guest’s name throughout the phone conversation; operate the phone system accurately and efficiently.
• Contact leads generated from advertising and schedule them for appointments
• Actively promote the spa, treatments, services, sessions and retail, as well as programs, promotions and/or discounts available.
• Maintain eye contact when addressing external and internal guests; develop professional and personalized relationship with regular guests.
• Handle guests’ questions and concerns promptly, professionally and courteously.
• Maintain complete confidentiality in all guest matters in accordance with company policy;
• Provide accurate, appropriate and immediate responses to all requests by guests, ensuring complete guest satisfaction.
• Maintain a clean; safe, fully stocked and well organized work area.
• Ensure adequate stock of supplies and equipment; inform management when stock is low.
• Must be able to work without constant direct supervision and remain at assigned post for extended periods of time.
• Maintain a positive attitude and contribute toward a quality work environment.
• Regularly attend, participate in and support training and staff meetings for the spa.
• Assist in all areas of spa operation as requested by management.
• Communicate to management any and all occurrences involving staff or guests in the spa that require attention.

Qualifications:

• Excellent customer interaction representing the brand
• Medical office/scheduling experience in a multiple-provider environment

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Weekend availability

Experience:

• Medspa: 1 year (Required)

Work Location: In person