Desk Assistant

Avidan Med Spa; Boonton (NJ); On-site; USD 35,000 - 50,000; Full time

Job summary

A luxury medical spa in Boonton, NJ, seeks an enthusiastic Desk Assistant/Front Office Coordinator. The role involves greeting clients, managing appointments, and ensuring high-quality customer experiences. Candidates should have 1-2 years of experience in customer service, preferably in medical aesthetics or high-end retail. Knowledge of scheduling software and a willingness to learn about aesthetic treatments are crucial. This position offers a dynamic work environment in a luxury setting.

Qualifications

• Minimum of 1-2 years of experience in a customer-facing role.
• Experience in a medical spa, aesthetic practice, salon, or high-end retail preferred.
• Must be willing to learn about medical aesthetic treatments.

Responsibilities

• Greet clients and manage check-in/check-out processes.
• Schedule and confirm appointments for services.
• Answer high volume of calls, emails, and texts professionally.
• Process client payments including cash and credit cards.
• Monitor inventory and replenish supplies as needed.

Skills

Customer service

Appointment management

Communication

Scheduling software proficiency

Microsoft Office Suite

Education

High school diploma or equivalent

Tools

Gloss Genius

Aesthetic Record

Job description

Overview

Desk Assistant/Front Office Coordinator. Location: Alora Med Spa – Boonton, NJ. Reports To: Spa Manager Clinic Director.

Position Summary: Alora Med Spa is seeking an enthusiastic, highly organized, and client-focused Desk Assistant to be the face and voice of our luxury medical spa in Boonton, NJ. This vital role is responsible for overseeing all front office operations, ensuring an exceptional client experience from greeting to checkout, and supporting our clinical team of aestheticians and injectors. The ideal candidate is detail-oriented, excels at multitasking, and possesses a passion for the aesthetic and wellness industry.

Key Responsibilities

• Client Experience & Administration:
  • First Point of Contact: Warmly greet all clients and visitors, manage check-in/check-out processes, and ensure the lobby and refreshment areas are impeccable and welcoming.
  • Appointment Management: Expertly manage the appointment book, handle scheduling and rescheduling, and confirm all appointments for services.
  • Communication: Answer and manage a high volume of calls, emails, and text inquiries, providing professional and accurate information regarding all spa and medical services.
  • Client Records: Maintain strict confidentiality and accuracy when handling client files, consent forms, medical history, and personal information.
• Financial & Sales Support:
  • Payment Processing: Process client payments, including handling cash, credit cards, gift cards, and managing flexible payment options (e.g., Cherry, Affirm, Klarna, Alle points).
  • Retail: Act as a product ambassador by proactively educating clients on our retail skincare lines and services, assisting with product sales, and meeting retail goals.
  • Billing: Manage deposit collection, late cancellation/no-show fees, and accurately close out daily transactions.
• Office Operations & Inventory:
  • Coordination: Maintain seamless communication between the front desk and the clinical staff (Aestheticians, Injectors, Therapists) to ensure appointments run on time.
  • Stocking: Monitor and replenish office supplies, retail inventory, and client amenities (robes, towels, beverages).
  • Maintenance: Assist with light cleaning and organizing of the front desk area and common spaces to uphold the Spa’s high-end image.

Qualifications

• Experience: Minimum of 1-2 years of experience in a customer-facing role; experience in a medical spa, aesthetic practice, salon, or high-end retail environment is highly preferred.
• Skills: Proficiency with scheduling software (Gloss Genius, Aesthetic Record) and Microsoft Office Suite.
• Knowledge: Must be willing to learn and articulate a detailed understanding of medical aesthetic treatments (e.g., Microneedling, CryoSlimming, Botox) and the associated downtime and aftercare.
• Personal Attributes: Exceptional phone etiquette, organizational skills, professional demeanor, and a proactive, problem-solving attitude.
• Education: High school diploma or equivalent required.