Administrative Assistant

Overview:

We are seeking a dependable, personable, and organized Administrative Assistant to manage the front desk at our Massage & Healing Center. This role is essential in providing an exceptional first impression to clients while supporting operations through appointment coordination, communication, document handling, and day-to-day administrative duties.

Core Responsibilities:

·        Greet all clients warmly with a “How can I help you?” attitude

·        Manage appointments using Schedulicity and physical booking logs; ensure consistency and accuracy

·        Make approved reminder calls for next-day appointments

·        Schedule clients for Allie at least 2 weeks in advance and ensure 1-hour buffer between her appointments

·        Monitor and correct issues with couples massage bookings (must be 1 hour with 2 therapists)

·        Adjust appointment slots in the book when necessary (length, price, gift card vs. payment)

·        Answer phones courteously, offering helpful and accurate information

·        Represent MHC with professionalism, kindness, and confidentiality

·        Maintain a respectful, loyal relationship with the business and its team

·        Check and manage MHC emails for scheduling-related matters only

·        Be knowledgeable about Young Living products and answer questions when appropriate

·        Avoid overstepping boundaries—be helpful without giving clinical advice or overpromising

·        Check out clients, take payments, and record tips

·        Enter and scan ZYTO forms and client documents into QuickBooks

·        Record all income, sales (including supplements), and invoices with full client details

·        Maintain up-to-date email lists for newsletters (YL, MHC clients)

·        File and organize all client and financial documents securely

·        Keep all personal client information private, and do not use front desk computers for personal use (only for Young Living or MHC business)

·        Track supplies and notify when low

·        Empty trash and maintain front desk tidiness

·        Occasionally run local errands or assist with marketing efforts (e.g., email newsletters)

·        Closing duties include cleaning office, laundry, if need be, taking out all trash, locking up at night

·        High school diploma or equivalent

·        Experience in front desk, admin, or customer service (wellness/spa setting a plus)

·        Proficient in Schedulicity, QuickBooks, and basic office software

·        Excellent phone and interpersonal skills

·        Trustworthy with confidential information

·        Self-starter with strong organization and time-management skills

·        Professional, loyal, and service-minded