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

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