Front Desk Medical Spa

Position Overview

We are seeking a Medical Spa Administrator who not only manages front desk operations but also directly contributes to the clinic’s revenue.

This role is for someone who is confident in communication, understands client psychology, and knows that the goal is not just scheduling — but converting inquiries into booked treatments, repeat visits, and long-term client relationships.

Responsibilities

Front Desk & Operations

• Manage incoming calls, messages, and appointment scheduling
• Confirm appointments and actively reduce cancellations and no-shows
• Maintain accurate client records in Aesthetics Pro or similar CRM/EHR system
• Upload photos, consent forms, and all required documentation
• Process payments, deposits, packages, and account credits
• Ensure all required consent forms are completed prior to procedures
• Coordinate daily schedules and provider workload

Sales & Performance

• Convert all incoming inquiries into booked appointments
• Confidently present services, treatment plans, and pricing
• Sell packages, treatment plans, and long-term solutions
• Handle client objections professionally
• Perform consistent follow-up with leads and existing clients (phone, SMS, email)
• Rebook clients before they leave the clinic
• Meet or exceed targets for revenue, conversion, and retention

Client Experience

• Maintain a professional and attentive client-facing presence
• Deliver a high-end, organized, and structured experience
• Clearly explain procedures, policies, and payment details
• Manage client expectations effectively
• Guide clients toward informed decisions

Qualifications

• Minimum 1 year experience in a medical office or aesthetic clinic
• Experience with Aesthetics Pro or similar CRM/EHR preferred
• Strong scheduling software proficiency
• Comfortable using email, SMS communication tools, and cloud storage
• Basic POS and payment processing experience
• High accuracy in documentation and data entry
• Ability to quickly learn and adapt to new systems
• Fluent in English and Russian (spoken and written)

Ideal Candidate

• Highly organized and structured
• Professional and punctual
• Confident communicator
• Calm under pressure
• Detail-oriented
• Results-driven and sales-oriented
• Understands that their performance directly impacts clinic revenue

Pay: $21.00 - $23.00 per hour

Expected hours: 24.0 per week

Application Question(s):

• Do you have experience selling services or product (beauty, medical,retail or similar)? Please answer Yes or No

Are you comfortable discussing pricing and recommending treatments to clients? Please Yes or No.

• Do you have experience working in client-facing roles (beauty, wellness,medical or service industry)? Please answer Yes or No.

Language:

• Russian (Required)

Work Location: In person

Salary : $21 - $23