Medical Administrative Assistant jobs in United States

• Guest Reception:

  • Greet guests warmly upon arrival and ensure they feel comfortable and welcomed.
  • Check guests in for their appointments, providing them with necessary information about their spa services and policies.
  • Offer guidance on spa facilities and services, ensuring that guests are aware of the treatments available.

• Appointment Scheduling:

  • Manage and schedule appointments for various spa treatments, ensuring that bookings are accurate and efficient.
  • Coordinate with therapists and other spa staff to confirm availability and organize schedules.
  • Handle cancellations, reschedules, and follow up with clients as necessary.

• Customer Service:

  • Respond to guest inquiries regarding services, prices, and availability, either in person or over the phone.
  • Address any special requests or concerns guests may have during their visit.
  • Ensure that all guests feel valued by providing personalized attention and excellent customer service.

• Payment and Billing:

  • Process payments for spa treatments and products, including cash, credit cards, and other forms of payment.
  • Maintain accurate records of transactions, ensuring all billing information is correct.
  • Handle any billing inquiries or discrepancies, ensuring guests are satisfied with their charges.

• Spa Product Sales:

  • Promote and sell spa products, such as skincare items, oils, lotions, and other wellness products.
  • Provide recommendations to guests based on their needs, and encourage the purchase of products that align with their treatment experience.
  • Maintain product displays and ensure that the retail area is organized and well-stocked.

• Administrative Duties:

  • Answer phone calls and emails, responding to inquiries and providing necessary information to guests.
  • Manage guest records, ensuring confidentiality and organization.
  • Maintain a clean and orderly reception area, ensuring it aligns with the spa’s relaxing and professional ambiance.

• Maintaining Spa Ambience:

  • Ensure that the reception area is always welcoming, clean, and well-maintained.
  • Assist in setting the mood for guests by managing the environment, such as keeping music and lighting in tune with the relaxing atmosphere.
  • Ensure the spa’s promotional materials, such as brochures and menus, are up to date and visible to guests.

• Coordination with Spa Staff:

  • Communicate guest preferences, special requests, or any allergies to the spa therapists to ensure a tailored experience.
  • Work closely with other team members to ensure that services run smoothly, from check-in to check-out.

• Managing Spa Facilities:

  • Ensure that guests are informed about the available amenities, such as saunas, hot tubs, and relaxation rooms, and help them access these facilities.
  • Ensure spa policies regarding the use of facilities are followed (e.g., time limits, booking requirements).

• Consistently offer professional, friendly and engaging service
• Assist in all operations of the Spa and have knowledge of all Spa menu
• Assist guests with the use of sauna, steam, day pass and spa facilities
• Assist guests with product information and retail sales
• Provide guest information relating to spa menu and special offers
• Maintain stock levels and ensure all products are displayed as per standards
• Follow departmental policies and procedures
• Follow all safety and sanitation policies
• Report any problems or questions to Supervisor
• Attend pre-shift briefings and handover to Supervisor/colleague at end of shift.
• Clean and tidy the areas when necessary
• Report any equipment malfunctioning.
• Report anything which may be a Health & Safety hazard
• Other duties as assigned
  

Qualifications

• Able to focus and prioritize
• Perfect English in both oral and written, and at least one additional EU language
• Excel experience including a high level of understanding for figures.
• Organized and able to multi-task
• Can stand for long hours
• Enthusiastic and bubbly personality