Medical Spa Receptionist

Position Summary We are seeking a polished, warm, and highly organized Receptionist to be the face and first impression of our spa. In this role, you will manage front-desk operations, create exceptional client experiences from the moment guests walk through our doors, and support our clinical team with seamless scheduling and administrative coordination. Key Responsibilities

• Greet and check in clients with a warm, professional, and welcoming demeanor
• Answer multi-line phone calls, respond to emails, and manage online inquiries in a timely manner
• Schedule, confirm, and reschedule client appointments using spa management software (e.g., Vagaro, Mindbody, or similar)
• Process payments, gift card sales, product purchases, and manage the point-of-sale system accurately
• Maintain detailed client records, intake forms, and consent documentation with strict confidentiality (HIPAA compliance required)
• Coordinate closely with licensed aestheticians, nurses, and providers to ensure smooth patient flow
• Educate prospective clients on available services, treatment packages, and promotional offers
• Manage front desk inventory including retail products and reception supplies
• Uphold spa cleanliness standards in the reception and waiting areas
• Handle client concerns with professionalism, empathy, and solution-oriented communication
• Support social media check-in promotions, loyalty programs, and review generation initiatives
• Assist with special projects, events, or administrative tasks as directed by management

• High school diploma or GED required; Associate's or Bachelor's degree preferred
• Minimum 1–2 years of receptionist, front desk, or customer service experience (medical, dental, or spa setting strongly preferred)
• Proficiency with scheduling software, Google Workspace, and Microsoft Office
• Outstanding verbal and written communication skills
• Exceptional attention to detail and strong multitasking ability in a fast-paced environment
• Professional appearance and presentation consistent with a luxury spa brand
• Ability to maintain confidentiality and handle sensitive client health information (HIPAA training will be provided)
• Reliable, punctual, and team-oriented with a positive attitude

• Experience in a medical spa, dermatology office, or cosmetic clinic
• Familiarity with aesthetics treatments (Botox, fillers, laser services, facials)
• Bilingual in English and Spanish
• Experience with Vagaro, Mindbody, or Jane App scheduling software
• Knowledge of retail skincare products and upselling techniques

• Competitive hourly wage: $20 – $24/hour based on experience
• Complimentary and discounted spa services for employees
• Potential for advancement as our spa grows
• Flexible scheduling options available