Aspen Aesthetics Wellness aspires to be the leading retail provider of non-surgical cosmetics, skincare, anti-aging and alternative health/wellness modalities in Colorado Springs. We are a boutique style full service medical and wellness spa. At our unique and comprehensive clinic, our providers focus on education and provide information in a completely transparent manner so that you can better manage your aesthetic and wellness goals.

Our cutting-edge wellness services lead with evidence-based results: stimulating the body’s natural immune system, repair, and anti-aging defense mechanisms. We help our clients achieve improvements within sports performance, pain management, athlete recovery, anti-aging and management of symptoms of chronic disease.

Our philosophy behind enhancing and restoring facial features is to view the face as a whole unit. With this unique and balanced approach, you will never look “overdone” which can happen when only one area of the face is addressed.

Our providers also specialize in helping clients achieve ultimate skin health by utilizing proper medical-grade products as well as evidence-based in office procedures. This complements the values of wellness by helping people from all walks of life feel better and perform at a higher level so they can do more of what they love in life, while feeling confident in their skin.

As the Client Care Representative (CCR) at Aspen Aesthetics Wellness, you will be the first point of contact for our Client’s/Members clients and will play a crucial role in creating a welcoming and professional environment.

This position will also function as a Client Care Representative, handling treatment scheduling, rebooking, accurately checking client’s in and out with payment processing for Client’s/Members and clients. and payment processing for Client’s/Members clients. Your friendly and professional demeanor, along with your attention to detail, will set the tone for our clients' experiences at Aspen Aesthetics Wellness, LLC. The ideal candidate loves to care for and educate Client’s/Members, create long-lasting relationships, work in a team environment, and serve as a brand ambassador.

The Client Care Representative possesses the following qualities skills:

· Can assess client needs makes appointments accordingly without mistakes.

· Active communication with the team

· An excellent work ethic

· Be able to work independently, and also work to support Providers.

· Be a quick learner.

· Maintain an excellent on-time arrival for their shift.

· Maintain an excellent attendance record for their scheduled shifts.

· Demonstrate success in multi-tasking.

· Have the ability to prioritize tasks, appointments Client’s/Members effectively.

· Have excellent listening, verbal and written skills.

· Stay organized and help to keep the practice organized.

· Be flexible - in terms of schedule, workflow, and responsibilities.

· Understand the importance of a positive, courteous, and professional attitude in the workplace.

· Great attention to detail is ESSENTIAL to this role.

· Must also display a polished professional appearance.

· Experience managing an office and small team.

Job Responsibilities Requirements:

· Greet clients as they arrive assist them with check-in procedures and intake forms and HIPPA compliance documents.

· Consistently provide excellent customer service to all clients in-person, over the phone and through text/email inquiries

· Educate clients on practice services, products and treatment options.

· Exude positive attitude while working in a fast-paced environment.

· Answer phones PROMPTLY within 2 rings, schedule appointments, and handle client inquiries.

· Maintain a clean and organized reception area.

· Assist with managing client files and documents, electronic and physical copies.

· Process payments in our EMR and handle cash transactions.

· Assist the Owner/General Manger and Providers with daily operations and other tasks, as needed.

· Oversee daily schedule to ensure seamless client experience.

· Accurately check clients in/out and scheduling all follow-up visits

· Practice Intelligent booking Booking Optimization using Zenoti software.

· Ability to stay calm under pressure and quickly find solutions to potential issues.

· Responsible for cleanliness and appearance of the spa including core service areas, HBOT room, IV Lounge reception.

· Provide DETAILED after-care instructions and follow-up calls/texts.

· Assist in providing quotes for services and products.

· Assist Provider(s) with taking before and after photos, as needed.

· Compile and sort client photos.

· Closely monitor no-show appointments and manage the necessary communication and re-scheduling.

· Review and execute supply orders in assistance with Owner/Provider

· Promote and educate on applicable skincare products, services, and treatments during client interactions; both on the phone, and in the clinic.

· Possess congenial diplomacy and maintain a consistently high standard of one’s appearance and professionalism that coincides with the high standard of the brand.

· Adhere to HIPPA and OSHA standards.

· Maintain a full schedule and efficient client/member flow.

· Make DAILY appointment confirmations and follow-up reminders.

· Assist in developing strategies to attract new customers, maintain current customers, and increase membership sign ups.

· Help customers maintain memberships appointments.

· Inform providers of changes to schedule/appointments

· Manage refill of skincare products protocol sets

· Track daily sales.

· Track expenses on company AmEx; provide receipts to CFO.

· Coordinate facility provider schedules to maximize usage efficiency of practice.

· Manage esthetician and her services.

· Follow-up with clients after treatment

Additional Qualities Preferred:

·Medical Spa and/or IV Center experience

· Phone Experience interacting on a professional level with clients and managers.

· Clear concise communicator to management, clients and members with a 5-Star level of care

· Extensive knowledge of our services, packages and memberships.

· Ability to confidently explain treatments and payment policies of the practice, including obtaining a deposit at the time of new consult booking.

· Emotional Intelligence

· Our team is skilled at effectively minimizing client/member/client stress/anxiety related to procedures/treatments, as well as confidently providing reassurances that the recommended treatment(s) are tailored to address the client’s expressed needs/desired results. As such, all clinic team must be intimately familiar with every treatment, product and service offered at our practice, and be able to explain in detail the treatment, expectations, downtime, benefits, and cost.

· Savvy interpersonal skills ability to maintain relationships.

· Start-up experience a plus and/or experience in lean and growing organizations, where roles evolve, sometimes swiftly.

· Strong intellectual curiosity and willingness to learn in order to increase proficiency in role.

· Demonstrated proactive approaches to problem-solving with strong judgment and decision-making capability.

· Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

· Obtain ZO Skincare Certificate within the first 3 months of employment.

· Attend all trainings guided by General Manager

Technical Skills:

Experience and comfort with using technology to effectively perform the duties of this position are necessary. Our practice utilizes several software systems, and a working knowledge is required:

· Zenoti or similar EMR system

· Microsoft Office

· Google Sheets, Docs, etc.

· Apple Pages, Notes, etc.

· Weave

· Training on each of these systems can be provided, but the successful candidate must be able to learn and confidently use technology.

Pay is commensurate with experience level.

Job Type: Full-time

Pay: $16.00 - $18.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Employee discount
• Paid training
• Professional development assistance

Compensation package:

• Bonus opportunities
• Performance bonus

Schedule:

• 10 hour shift
• Day shift
• Evening shift
• Monday to Friday
• On call
• Weekends as needed

Experience:

• Customer service: 5 years (Preferred)

Ability to Relocate:

• Colorado Springs, CO 80903: Relocate before starting work (Required)

Work Location: In person