Front Desk Administrator

3 weeks ago

Plymouth, United States Aura Health & Spa Full time
Job DescriptionJob Description

Job Summary:

The Front Desk/Client Relations Administrator position represents Aura Health & Spa and the brand. This person is responsible for creating a positive first and last impression with patients. Responsibilities include running a smooth and efficient front office, greeting all patients with a smile and enthusiasm, answering phone calls in a timely manner with a keen understanding of aesthetic procedures to ensure you can handle all questions/objections and book the patient for a consultation. Must have prior knowledge/interest in the aesthetic industry. You will be responsible for scheduling, invoicing, upselling products, or retail, confirming all appointments, checking patients in and out, and pre-booking their next appointment. As the Front Desk Administrator, you will also be responsible to educate clients about all the company programs, memberships, loyalty and referral programs, discuss in-office promotions, and ask happy patients to write a review. As part of our client experience, you are responsible for the staging, cleanliness, and optics of the facility.

Job Goal:

To create a 5-star patient experience. To have a strong work ethic and manage the patient flow and experience throughout the office.

Duties and Responsibilities:

  • Be on time for your shift.
  • Dress professionally in accordance with our uniform policy; business attire and/or scrubs. hair, makeup, and nails all must be professional.
  • Properly open and close each day according to Standard Operating Procedures.
  • Accurately book, change, and cancel appointments.
  • Responsible for the overall management of the schedule and creating invoices
  • Look up reward program points/sign up new clients prior to check out.
  • Manage new patient enrollment in the membership program and educate all clients on all company initiatives.
  • Must be friendly, energetic, and relatable. Greet everyone pleasantly who enters and leaves the facilities. Stand up, greet them by name, introduce yourself by name/title, and offer coffee and water.
  • Provide detailed descriptions of treatments, packages, services, facility features, and hours of operation.
  • Utilize computers with skill and proficiency. PMS system, phones, consultation tools, etc.
  • Support weekly social media updates – at least 1-2 posts per week.
  • Maintain the patient management software, with accurate information and scanning it in a timely fashion. All data must be entered within the week.
  • Answer the phone promptly (3 rings) and use the patient’s name throughout the phone conversation. Must be upbeat, very personable, and treat clients like a friend.
  • Actively promote the treatments, services, and retail as well as programs, promotions, and/or discounts available.
  • Achieve social media goals of 5 reviews per month on Yelp or Google.
  • Maintain a professional, positive, and enthusiastic attitude using eye contact when addressing internal or external patients.
  • Handle patient questions and concerns professionally and courteously.
  • Provide accurate, appropriate, and immediate responses to all requests by patients, ensuring complete patient satisfaction.
  • Maintain a clean, safe, fully stocked, and well-organized work area. Kitchen stocked weekly.
  • Work with Manager to handle & cross check all inventory for accurate counts.
  • Develop and maintain master SOP binders that include pricing, contact list, vendors, account numbers.
  • Must be a problem solver and solutions oriented. Able to work independently and replicate the responsibilities of the manager for the day-to-day functions and tasks.
  • Take initiative and contribute to the growth and efficiency of the business.
  • Regularly attend, participate in and support training and staff meetings.
  • Assist in all areas of front desk business operations as requested by management.
  • Communicate to management all occurrences involving staff or patients that require attention.
  • Manage all new patient leads within 1 hour. Adhere to a close rate of 70% and follow up at 2 and 7 days. When the day is slow, revisit the call list.
  • Execute any additional tasks and projects delegated by management.

Position Requirements:

  • MUST have prior knowledge/interest in the aesthetic industry.
  • Be on time for your shift.
  • Dress professionally.
  • Must be detail-oriented and have the ability to multitask.
  • Ability to be efficient and productive in a fast-paced environment.
  • Must have enthusiasm and possess excellent customer service skills.
  • Must possess basic math proficiency.
  • Enjoy working with people and possess a friendly and outgoing personality.
  • Excellent communication, listening, and computer skills.
  • Must be a team player and take initiative to do what needs to be done in office without resistance or question.
  • Communicate effectively and with respect.
  • Transparency and solution oriented.
  • Absolutely no “nay saying” or office gossip.

Job Types: Full-time, Part-time

Pay: to be discussed at time of interview, based on experience/qualifications

Schedule:

 

  • Spa is open Monday to Saturday
  • Specific schedule to be discussed during interview

 

Work Location: In person

Company DescriptionAura Health & Spa is a physician led medical spa, focused on safe, subtle and effective treatments. We strive to stay up to date with the latest technology and equipment to deliver the most effective treatments. Aura Health & Spa is dedicated to your professional growth with opportunities for advanced training and certifications. Be part of a friendly and supportive team where your contributions are valued.Company DescriptionAura Health & Spa is a physician led medical spa, focused on safe, subtle and effective treatments. We strive to stay up to date with the latest technology and equipment to deliver the most effective treatments. Aura Health & Spa is dedicated to your professional growth with opportunities for advanced training and certifications. Be part of a friendly and supportive team where your contributions are valued.

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