Full-time Medical Spa Receptionist & Client Coordinator

Placements24; Rustenburg; Hybrid; ZAR 120,000 - 180,000; Full time

Benefits offered by this job

Competitive starting salary

Hybrid work arrangement

Spa discounts

Free on-site parking

Training on spa software

Potential for growth

Job summary

Placements24 is seeking a dynamic Full-time Medical Spa Receptionist & Client Coordinator for a prestigious spa in Rustenburg, North West. You will manage front desk operations, schedule appointments, handle inquiries, process payments, and support client relations to deliver a seamless spa experience.

The role is hybrid, with some Saturdays required, and offers discounts on services and products, on-site parking, and training on spa software. A positive, professional demeanor is essential.

Qualifications

• Previous experience in reception, administrative, or customer service roles.
• Excellent communication and interpersonal skills.
• Interest in beauty and wellness industry.
• Ability to handle a hybrid schedule and Saturdays.

Responsibilities

• Greet clients and manage check-in/check-out efficiently.
• Schedule appointments and optimize therapist/doctor calendars.
• Handle inquiries via phone, email, and in person.
• Process client payments using clinic billing system.
• Maintain reception area and waiting lounge.
• Assist clients with product selections and skincare information.
• Coordinate with medical staff for smooth transitions between appointments.
• Manage client records and ensure confidentiality in CRM.
• Address feedback and escalate issues when needed.
• Perform general admin tasks including filing and inventory.

Skills

Reception

Administrative

Customer service

Communication

Scheduling software

CRM systems

Microsoft Office

Education

High school diploma or equivalent

Administrative qualifications a plus

Tools

Scheduling software

CRM systems

Microsoft Office

Job description

About the Role

Our client, a prestigious medical spa located in Rustenburg, North West , is seeking a dynamic and organized Full-time Medical Spa Receptionist & Client Coordinator . This role is crucial for managing the front desk operations, ensuring a seamless and exceptional experience for all clients from their initial contact to their departure. You will be the first point of contact, embodying the clinic's commitment to professionalism, warmth, and efficiency. The ideal candidate will have a background in customer service, excellent communication skills, and a keen interest in the beauty and wellness industry. This position requires a blend of administrative prowess and client-facing expertise. The role is a Hybrid model, requiring specific days in the clinic and offering flexibility for remote administrative tasks on other days. We are looking for someone proactive who can manage appointments, client inquiries, and contribute to the overall smooth running of the spa.

Key Responsibilities

• Greet clients warmly and professionally upon arrival, managing check-in and check-out procedures efficiently.
• Manage appointment scheduling for all services, optimizing therapist and doctor schedules to minimize wait times and maximize utilization.
• Handle incoming phone calls, emails, and general inquiries, providing accurate information about services, pricing, and promotions.
• Process client payments accurately using the clinic's billing system.
• Maintain the cleanliness and organization of the reception area and client waiting lounge.
• Assist clients with product selections and retail sales, providing basic information about skincare products.
• Coordinate with medical staff and aestheticians to ensure smooth transitions between appointments and treatments.
• Manage client records, ensuring all information is up-to-date and confidential, utilizing the clinic's CRM system.
• Handle client feedback and complaints gracefully, escalating issues to management when necessary.
• Perform general administrative tasks as required, including filing, data entry, and inventory management of front desk supplies.

Requirements

• Previous experience in a reception, administrative, or customer service role, preferably within a medical or spa environment.
• Exceptional communication and interpersonal skills, with a friendly and professional demeanor.
• Proficiency in using scheduling software, CRM systems, and standard office applications (e.g., Microsoft Office Suite).
• Strong organizational skills and attention to detail, with the ability to multitask effectively.
• A genuine interest in the beauty and wellness industry.
• Ability to handle pressure and maintain composure in a busy environment.
• Discretion and adherence to client confidentiality are essential.
• Willingness to work a Hybrid schedule, including some Saturdays as required.
• High school diploma or equivalent; further qualifications in administration or customer service are a plus.

Benefits

• Competitive starting salary.
• Hybrid work arrangement offering work-life balance.
• Generous discounts on spa services and retail products.
• Opportunity to work in a luxurious and high-end medical spa environment.
• Supportive and friendly team atmosphere.
• Training on spa software and procedures.
• Potential for growth into client management roles.
• Free on-site parking.