Front Desk Executive at Oasis Medspa

General Description:

The Front Desk Officer is the frontline employee at Oasis Medspa. He/She is responsible for ensuring existing and potential customers get a great first impression of the Medspa. This includes responding to queries appropriately, maintenance of an inviting front room, hitch free booking and payment services.

The Front Desk Officer will also be required to prepare and submit daily management reports to the Operations Manager.

Duties:

• Accurately book, change or cancel medspa appointments as required
• Ensure new clients complete information sheet and existing clients update their records regularly
• Send out welcome messages, appointment reminders, missed your appointment cards and thank you cards. Call ‘next day’ appointments
• Set-up and maintain reminders for birthdays, anniversaries, and other special occasions
• Receive payments for services and products and ensure that the payment process is done in line with Oasis Medspa’s policy. Follow through to ensure that transactions are verified to protect the company’s assets.
• Provide detailed descriptions on medspa treatments, packages, discounts, facility features, length of time required for each service etc.
• Answer the phone promptly with proper phone etiquette
• Handle clients’ questions and concerns promptly, professionally and courteously, ensuring maximum client satisfaction at all times.
• Keep log of all visitors, clients, and vendors to Oasis Medspa
• Stock front desk cabinet with Product manuals and other client-based enquiry forms and Oasis Medspa marketing materials
• Maintain complete confidentiality in all clients’ matters in accordance with company policy.
• Maintain a clean, safe and well organized work area. This may involve constantly refilling air fresheners, ensuring music is appropriate, the TV is on the appropriate channel.
• Ensure adequate stock of supplies and equipment; inform management when stock is low.
• The Front Desk Officer acts as a liaison between clients and management and needs to develop strong client relationships to ensure exceptional client experience via phone and in person.
• Ensure daily work resource for the front office are in good working condition and befitting of OASIS MEDSPA.
• Develop ability to work without constant direct supervision and remain at assigned post for extended periods of time.
• Communicate to management on all occurrences involving clients to the spa that require attention
• Work with EA to the CE and Operations Manager to ensure all emails, website and Facebook enquiries are responded to within eight hours of receipt, or less
• Ensure and supervise the maintenance of Aquarium
• Carry out a walk through at the start and end of every business day to ensure all electric Appliances (computers, quite room, Paraffin, Lights etc) are switched on and off respectively
• Mail daily report of activities and work done at the Oasis Medspa to the CE or the person appointed by management
• Be on time for daily duties and maintain consistent, regular attendance record
• Every other duty as may be assigned by Management