Front Desk Coordinator

Ka lani Massage & Wellness; Portsmouth (NH); On-site; USD 23,000 - 33,000; Full time

Job summary

Ka lani Massage & Wellness is seeking a Front Desk & Client Experience Coordinator to greet clients, manage scheduling, and keep the front office running smoothly. You will communicate with clients in person, by phone, text, and email, ensuring a welcoming and professional environment.

The role emphasizes exceptional customer service, organization, and teamwork within a wellness-focused practice. Social media engagement and basic administrative duties are included to support client experience.

Qualifications

• Previous experience in front desk, receptionist, customer service, hospitality, medical/wellness, or administrative role is preferred.
• Excellent customer service and communication skills.
• Strong organizational and time-management skills.
• Basic computer proficiency.
• Experience with social media is a plus.
• Experience with scheduling or practice-management software is a plus.
• Ability to maintain professionalism and a positive attitude in a fast-paced environment.

Responsibilities

• Welcome and greet clients as they arrive.
• Create a friendly, professional, and inviting experience for every client.
• Manage client scheduling, appointments, cancellations, and rescheduling.
• Check clients in and out efficiently and accurately.
• Answer phone calls and respond to client inquiries via phone, text, and email.
• Communicate clearly and professionally with clients, staff, and management.
• Provide exceptional customer service and address client questions or concerns with professionalism and care.
• Maintain accurate client information and complete general administrative tasks.
• Process payments and assist with basic front-office responsibilities.
• Help maintain a clean, organized, and welcoming reception area.
• Support the team with day-to-day office operations.
• Create and post engaging content on social media.
• Help promote the practice, services, and wellness offerings through social media and other client communications.
• Work collaboratively with practitioners and management to ensure a smooth client experience.

Skills

Customer service

Communication

Organization

Reliability

Tech savvy

Social media

Privacy

Team player

Health/wellness interest

Tools

Scheduling software

Job description

Front Desk & Client Experience Coordinator

Job Description

Join Our Wellness Team

We're looking for a warm, professional, and highly organized Front Desk & Client Experience Coordinator to join our massage and wellness practice. The front desk is the heart of our client experience, and we're looking for someone who enjoys creating a welcoming environment while keeping the day-to-day operations running smoothly.

The ideal candidate is personable, dependable, detail-oriented, and confident communicating with clients in person, over the phone, by text, and via email. If you love helping people, staying organized, and being part of a positive wellness-focused environment, we'd love to hear from you.

What You'll Do

• Welcome and warmly greet clients as they arrive
• Create a friendly, professional, and inviting experience for every client
• Manage client scheduling, appointments, cancellations, and rescheduling
• Check clients in and out efficiently and accurately
• Answer phone calls and respond to client inquiries via phone, text, and email
• Communicate clearly and professionally with clients, staff, and management
• Provide exceptional customer service and address client questions or concerns with professionalism and care
• Maintain accurate client information and complete general administrative tasks
• Process payments and assist with basic front-office responsibilities
• Help maintain a clean, organized, and welcoming reception area
• Support the team with day-to-day office operationsCreate and post engaging content on social media
• Help promote the practice, services, and wellness offerings through social media and other client communications
• Work collaboratively with practitioners and management to ensure a smooth client experience

What We're Looking For

The right person will be:

• Warm, friendly, and genuinely enjoys interacting with people
• Professional and polished while still being approachable
• Highly organized and able to manage multiple tasks at once
• Reliable, punctual, and accountable
• An excellent verbal and written communicator
• Comfortable using computers, scheduling software, email, texting, and social media
• Detail-oriented and able to follow through on responsibilities
• Calm and solution-oriented when things get busy
• Comfortable working independently while also being a strong team player
• Respectful of client privacy and confidentiality
• Interested in health, wellness, massage, or creating positive experiences for others

Qualifications

• Previous experience in a front desk, receptionist, customer service, hospitality, medical/wellness, or administrative role is preferred
• Excellent customer service and communication skills
• Strong organizational and time-management skills
• Basic computer proficiency
• Experience with social media is a plus
• Experience with scheduling or practice-management software is a plus
• Ability to maintain professionalism and a positive attitude in a fast-paced environment

Why You'll Love Working With Us

We believe the experience our clients have begins the moment they walk through our door. You'll play an important role in creating an environment that feels welcoming, professional, and cared for.

You'll be part of a team that values kindness, communication, professionalism, wellness, and exceptional client care.

If you're someone who takes pride in making people feel welcome, loves staying organized, and enjoys being part of a wellness-focused team, we'd love to meet you.