Client Concierge

The Client Concierge serves as a key member of the Theology Skin Bar team and plays an important role in creating a seamless, welcoming, and elevated experience for every client. This position is responsible for managing the client journey from arrival through checkout while supporting scheduling, client retention, retail sales, memberships, prepaid service packages, client follow-up, and day-to-day front desk operations. The ideal candidate is warm, professional, highly organized, sales-minded, and comfortable taking initiative. This individual should genuinely enjoy building relationships with clients while helping support the growth and reputation of Theology Skin Bar.

Key Responsibilities

Client Experience & Front Desk

• Welcome clients and create a warm, professional first impression.
• Manage client check-in and checkout.
• Coordinate client flow throughout the spa.
• Answer phones, respond to client inquiries, and assist with appointment needs.
• Maintain an organized, polished, and professional front desk environment.
• Provide exceptional customer service throughout every stage of the client experience.
• Communicate client needs or concerns to the appropriate team member.

Scheduling & Client Retention

• Schedule appointments and assist clients in selecting appropriate appointment times.
• Rebook clients before they leave whenever appropriate.
• Conduct follow-up with clients regarding appointments and future scheduling.
• Identify clients who have fallen outside their normal booking schedule.
• Proactively reconnect with non-membership clients who have not visited within established follow-up timeframes.
• Help maintain strong client relationships and encourage consistent treatment schedules.

Memberships & Service Packages

• Educate clients about Theology Skin Bar membership options.
• Explain available prepaid service packages and promotions.
• Identify opportunities to recommend memberships or packages based on client interests.
• Assist clients with membership and package purchases.
• Maintain accurate documentation of sales and client interactions.

Retail & Product Support

• Become knowledgeable about Theology Skin Bar's retail skincare offerings.
• Assist clients with retail product purchases within the scope of the position.
• Conduct appropriate product sales follow-up.
• Support retail promotions and product education initiatives.
• Refer questions requiring esthetic or medical judgment to the appropriate licensed provider.

Client Reactivation & Lead Generation

• Use available downtime productively to support business growth.
• Review the client management system to identify appropriate follow-up opportunities.
• Reconnect with inactive clients and encourage them to return for services.
• Conduct client outreach and appointment-setting activities.
• Support lead-generation and client-reactivation initiatives established by management.
• Accurately document outreach and appointment sources within company systems.

Point-of-Sale & Administrative Support

• Operate the point-of-sale (POS) system accurately.
• Process client transactions, payments, memberships, packages, and retail purchases.
• Maintain accurate client and transaction records.
• Support opening and closing front desk procedures.
• Assist with general administrative responsibilities as needed.
• Support marketing emails, client communications, and follow-up initiatives as directed.
• Assist management and the broader team with operational needs.

Professional Expectations

The Client Concierge is expected to:

• Demonstrate professionalism, warmth, and exceptional customer service.
• Maintain a polished and welcoming presence.
• Communicate clearly and professionally with clients and coworkers.
• Demonstrate strong attention to detail and organizational skills.
• Take initiative and remain productive during slower periods.
• Protect client privacy and confidential company information.
• Maintain accurate records and documentation.
• Work collaboratively with estheticians, nurses, medical providers, management, and other team members.
• Learn Theology Skin Bar's services, products, memberships, packages, systems, and client experience standards.
• Represent the Theology Skin Bar brand and values in every client interaction.

Qualifications & Skills

The ideal candidate will demonstrate:

• Strong customer service and relationship-building skills.
• Excellent verbal and written communication.
• Strong organizational and multitasking abilities.
• Confidence discussing products, memberships, and service packages.
• Comfort with sales and client follow-up.
• Professional phone, email, and in-person communication.
• Ability to learn scheduling, POS, and client management systems.
• Strong attention to detail.
• Dependability and accountability.
• Ability to work effectively in a fast-paced, team-oriented environment.
• Initiative and willingness to support the needs of a growing business.

Experience in hospitality, luxury retail, customer service, aesthetics, wellness, medical spa operations, or a similar client-facing environment is preferred.

Scope of Position

The Client Concierge is a non-clinical position and does not require an esthetics, cosmetology, nursing, or medical license.

The Client Concierge will not perform services or provide guidance that requires professional licensure. Questions involving esthetic treatment recommendations, medical advice, contraindications, or clinical judgment must be referred to the appropriate licensed Theology Skin Bar provider.

Training & Development

Training may include:

• Theology Skin Bar client experience standards
• Scheduling and rebooking procedures
• POS and client management systems
• Membership and package education
• Retail skincare product education
• Client retention and reactivation
• Lead-generation procedures
• Marketing and client follow-up
• Privacy and confidentiality
• Front desk workflows and operational procedures

Because Theology Skin Bar is a growing business, responsibilities may evolve as client demand and operational needs develop.

Our Philosophy

Honest science. Healthier skin.

At Theology Skin Bar, our goal is to provide thoughtful, results-driven esthetic and medical aesthetic services in a welcoming and elevated environment. Every member of our team contributes to creating an experience where clients feel welcomed, educated, cared for, and confident in their skincare journey.

Theology is a dedicated studio space built to strip away the noise of the beauty industry. We provide convenient, streamlined access to professional-grade skin health — focusing on functional solutions rather than trendy packaging. No fluff. No distractions. Just the honest science of great skincare. Welcome to the studio.