Scheduler at Domeo Resources International (DRI)

Main Function

The Scheduler is responsible for booking and coordinating all client appointments and ensuring an efficient workflow for the medical spa. This role ensures that staff schedules are optimized and that clients experience seamless booking and timely appointments.

Role Responsibilities 

• Appointment Scheduling: Coordinate client appointments across all services, including medical treatments, aesthetic procedures, consultations etc. Ensure proper time allotment for each procedure to avoid scheduling conflicts.
• Manage Calendar: Maintain and organize the spa’s schedule, ensuring that medical practitioners, aestheticians, and support staff are assigned appropriately to meet daily demand.
• Client Communication: Confirm appointments, send reminders, and notify clients of any schedule changes. Answer client inquiries related to availability, services, and rescheduling requests.
• Booking Optimization: Maximize the spa’s operational efficiency by minimizing gaps in the schedule and avoiding overbooking. Ensure that staff workload is balanced and prioritized.
• Collaboration with Front Desk: Work closely with the front desk and administrative teams to ensure smooth communication and coordination of client bookings, cancellations, and follow-ups.
• Record Maintenance: Maintain accurate records of appointments, treatment histories, and any special client requests or needs.
• Resolve Conflicts: Address any scheduling conflicts, last-minute cancellations, or delays in a professional and timely manner, finding solutions that maintain both client satisfaction and operational flow.

Experience/Qualification

• Degree in the Social Sciences or equivalent; additional training in administration or office management is a plus.
• 2+ years of experience in a scheduling or administrative role, preferably in a medical spa or wellness center.
• Familiarity with scheduling software, CRM systems, and medical or spa-related booking platforms is an added advantage.

Competencies/Skills

• Organizational Skills: Strong ability to manage multiple appointments, handle detailed schedules, and avoid conflicts.
• Communication Skills: Clear, concise communicator with excellent phone and email etiquette, capable of managing client expectations professionally.
• Customer Service: Friendly and patient when interacting with clients, ensuring they feel well-informed and taken care of.
• Time Management: Capable of prioritizing tasks and managing a busy schedule while ensuring smooth operations for the spa staff.

Behavioral Qualities/Other Competences

• High level of emotional intelligence in difficult circumstances with dedication to sustain performance, particularly when under pressure
• Attention to detail: Meticulous in scheduling appointments, ensuring proper timing and avoiding overlaps or delays.
• Problem-solving and decision-making aptitude: Quick thinker who can resolve scheduling conflicts or client cancellations without disruption to the spa’s operations.
• Strong work ethics and reliability