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, andsupport 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 Requirements Required Qualifications • 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 Preferred Qualifications • 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 Benefits What We Offer • 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