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Front Office Fairy Godmother

4 months ago

North Chesterfield, United States Rejuvenation Skin Lab Full time

Rejuvenation Skin Lab is a vibrant medical spa dedicated to helping clients glow inside and out. We believe in creating an environment that feels like a mini-vacation and delivering world-class results that will make clients say “I’ll never go anywhere else for my skin” We are expanding into a brand-new, bigger space and continuing to add to our team.

We’re looking for someone who is energized by helping clients better their lives, activated by being the staff coordinating magician, and is excited to grow with us. You’ll love working with our gracious staff, our inspiring office, and amazing clients

**You will thrive in this role if**:

- You are delighted by people and look forward to getting to know our clients and ensuring they have an exceptional experience by paying attention to all the little details
- Organization flows naturally - the way you see life is color-coded, labeled, and categorized
- You pride yourself on being a lifelong learner. Learning new things stimulates you and you are able to catch on quickly to industry information and incorporate it into client conversations
- Multi-tasking is your middle name. You can manage many tasks and pieces of information at once and can match the particular pace of the office at hand depending on the day
- You anticipate the needs of our providers and our clients. You are the glue that holds it all together
- You naturally emulate respect and appreciation for your environment and colleagues
- Your warm personality shines through over the phone and people feel an instant connection to you
- You can pick up quickly on booking systems, ordering systems, social media, patient communication systems, charting, etc. and get a good rhythm going
- You are inspired to support the flow of business through targeted marketing efforts and enjoy a fun, creative outlet to bring in new patients and continue to engage current ones
- Hosting events and planning all the little pieces excites you
- Communication is your love language. You actively engage in transparent conversations with staff focused on the goal to always be understanding and evolution
- Being part of a team-dynamic and working towards goals together feels good to you

**The impact you’ll make in this role**:
We’re looking for a part-time to potentially full time Front Office Patient Coordinator/Administrative Assistant/ Business Development Co-Organizer to primarily perform three functions: the first is to assist providers with charting and preparation, while guiding the clients through an amazing experience. The second function is to directly assist in an administrative capacity within the office. The third is to assist in designing and carrying-out opportunities to grow the practice through events, partnership initiatives, and marketing efforts.

Interested parties should be highly customer service-oriented, gracious, hardworking, team-oriented, quick-on-their-feet problem solvers, cheerful, engaging, and confident communicators. They will also help ensure that the environment is clean, tidy, welcoming, and efficient. This position is accountable for the appropriate and efficient booking of appointments as well as all of the client paperwork and/or charts. The position requires the person to be knowledgeable and to communicate our brand of services and products at a high level. This position assists with daily operations such as administration, marketing, and scheduling.

**Responsibilities**:

- Prepare room and/or supplies for non-invasive procedures
- Prepare charts and documentation
- Follow up client phone calls post-treatment
- Provide supervision if covering Saturdays and/or when management is not present
- Manage inbound leads, welcome new online bookers/communicators in a timely manner
- Participate in a consultative sales process of products, services, and treatments with customers
- Operate POS and book appointments accurately/efficiently utilizing Rejuvenation Skin Lab’s software
- Greet and guide clients through their process, ensuring a premium experience every day
- Mediate and resolve client issues or escalate as appropriate with outstanding outcomes
- Light Housekeeping: assist in keeping work area(s) tidy, waiting area/other client traffic areas/staff areas impeccable, restock consumables and maintain linens
- Order product, receive deliveries, stock inventory, manage inventory and report levels to owner/manager
- Process and ship online orders
- Delight clients, appear professional and put together at all times and maintain a positive work environment consistent with the Rejuvenation Skin Lab culture
- Assist owner with social, electronic, and traditional marketing campaigns
- Participate in setup and operation of occasional special client events
- Participate in initial service and retail product training as well as continuing education both at Rejuvenation Skin Lab or at locations requiring overnight and/or up to three hours of one-way travel paid for by Rejuvenat