Med Spa Desk Assistant

Avidan Med Spa; Town of Warwick (NY); On-site; USD 32,000 - 42,000; Full time

Job summary

Avidan Med Spa in Warwick, NY is seeking a diligent Desk Assistant to join our holistic health, wellness and beauty team. You will manage front-desk duties, answer calls, greet clients, schedule appointments, prep clients and rooms, and help maintain a clean, welcoming spa environment.

This role requires a proactive, customer-service oriented approach, the ability to multitask in a busy schedule, and readiness to perform administrative and light financial duties such as processing payments and

Qualifications

• Customer service orientation and professional demeanor.
• Willingness to work flexible hours (morning through evening).
• Comfortable with cleaning, stocking, laundry, and other operational tasks.

Responsibilities

• Answer phone calls, assist clients over the phone, and schedule/reschedule/cancel appointments.
• Prep clients for their service and prepare/clean rooms.
• Assist with housekeeping tasks (dusting, laundry, sweeping, mopping, making beds).
• Maintain spa cleanliness and serve clients beverages as needed.
• Provide a positive, professional environment for customers and colleagues.
• Work during business hours with a flexible schedule.

Job description

Desk Assistant at Avidan Med Spa

Job Description

Avidan Med Spa is seeking a diligent and responsible Desk Assistant. If you want to work in a unique med spa environment - break away from the chains and join our business.

At Avidan Med Spa we are dedicated to delivering holistic health, wellness and beauty solutions in a warm, professional environment. Based in Warwick, NY, we pride ourselves on crafting personalized treatment plans that help each client feel confident, rejuvenated and well-cared for. We offer a broad and advanced suite of services including facial rejuvenation, anti-aging treatments and skin balancing, advanced laser services and long-term hair reduction, cosmetic enhancements like microblading, lash extensions, tanning and body contouring, body sculpting, cryotherapy, IV therapy and comprehensive wellness support. Working here means you'll be part of a team that continuously seeks to innovate and elevate the guest experience while staying at the forefront of aesthetic and wellness trends.

Job Responsibilities

• Answer phone calls, help clients over the phone with anything they may need, and schedule, reschedule, and cancel appointments.
• Prep clients for their service.
• Prep and clean rooms for clients.
• Tasks include watering plants, dusting, laundry, sweeping, mopping, making the beds, etc.
• Help in maintaining spa cleanliness.
• Serve clients coffee, tea, or any other reasonable needs.
• Must be able to keep up with a busy schedule and be customer service-oriented.
• Maintain a positive and professional environment for customers and other employees.
• Be willing to work during business hours (morning through evening) with a flexible schedule.
• Be comfortable with cleaning, stocking, laundry, and other operational tasks.
• Dress professionally: must wear scrubs or similar attire.

Administrative Duties

• Scheduling.
• Stocking supplies.
• Sorting and sending mail.
• Answering and routing phone calls.
• Greeting visitors.
• Managing and posting to social media.
• Keeping accurate records of client visits and post-visit notes.

Financial Duties

• Accurately process client payments and manage daily transactions.
• Maintain strong attention to detail in handling cash, credit cards, gift certificates, and promotional discounts.
• Assist in reconciling payment records and ensure accuracy in client billing.
• Good money-handling skills, financial awareness, and smart decision-making are essential for this role.

Our Culture

• Detail-oriented - quality and precision-focused.
• People-oriented - supportive and fairness-focused.
• Community-minded culture.
• A nurturing environment that allows employees' personal growth to flourish.
• Teamwork-focused workplace.

What We Expect From You

• A commitment to delivering high-quality service and client care consistent with our brand values.
• A proactive attitude toward learning and mastering new aesthetic, wellness and cosmetic procedures.
• Strong collaboration with our team, open communication and attention to detail in every client interaction.
• Alignment with our mission of holistic wellness combined with beauty — seeing beyond just the immediate service and understanding the full client journey.