Job Description: Spa Receptionist - 101

Location: 101 S Eola Dr #104, Orlando, FL, 32801

A Spa Receptionist is responsible for providing front-line customer service and administrative support within a spa. They ensure the smooth operation of the spa’s front desk and contribute to a positive guest experience.

DUTIES

Key Responsibilities:

1. Greeting and Assisting Clients:
   • Welcome clients as they enter the spa, ensuring a warm and professional atmosphere.
   • Answer phone calls, respond to inquiries, and provide information about spa services, prices, and availability.
   • Check in clients for appointments, ensuring their needs are understood.
   • Offer beverages or small amenities (e.g., towels, robes) to clients as they wait.
2. Scheduling and Managing Appointments:
   • Schedule, confirm, and reschedule appointments for spa services, such as massages, facials, and other treatments.
   • Maintain and manage the spa’s appointment calendar to ensure efficient service delivery and avoid overbooking.
3. Client Check-Out and Payment Processing:
   • Process client payments for services rendered, including cash, credit cards, and gift certificates.
   • Provide clients with receipts and any necessary aftercare instructions.
   • Assist clients in purchasing retail products and services, ensuring that all transactions are recorded accurately.
4. Managing Spa Information and Records:
   • Maintain accurate client records, including service preferences, allergies, and past treatments.
   • Ensure client confidentiality is upheld by properly handling personal and medical information.
   • Keep track of inventory levels for retail products, towels, robes, and other supplies, notifying management when restocking is needed.
5. Coordination with Spa Staff:
   • Communicate client needs and preferences to spa therapists and service providers.
   • Coordinate with staff members to ensure that treatments and services run on schedule.
   • Relay any special requests or concerns from clients to the appropriate department or staff.
6. Customer Service and Problem Resolution:
   • Address any client complaints, concerns, or special requests with professionalism and a focus on customer satisfaction.
   • Ensure that any issues are resolved promptly or escalate them to management when necessary.
   • Maintain a calm and friendly demeanor, ensuring that clients feel comfortable and valued throughout their experience.
7. Maintaining the Front Desk Area:
   • Keep the reception area clean, organized, and welcoming for clients.
   • Ensure that promotional materials, such as brochures, flyers, and menus, are displayed and up to date.
   • Manage spa inventory for supplies like brochures, forms, and other office materials.
8. Handling Spa Promotions and Marketing:
   • Inform clients about current promotions, discounts, membership options, and special offers.
   • Encourage clients to sign up for membership programs, loyalty rewards, or promotional events.
   • Assist in marketing and booking efforts by promoting additional services or products.
9. Administrative Support:
   • Assist management with administrative tasks, including data entry, filing, and organizing client and service records.
   • Prepare daily reports of appointments, payments, and sales for management review
10. Other Duties:
    • Must perform other duties as assigned by your manager.

Skills and Qualifications:

• Customer Service Skills: Exceptional interpersonal skills, with the ability to provide excellent service to clients in a friendly and professional manner.
• Organizational Skills: Ability to manage multiple tasks simultaneously, including scheduling, client needs, and administrative duties.
• Attention to Detail: Ensuring accurate scheduling, record-keeping, and payment processing.
• Communication Skills: Clear and effective communication, both in person and on the phone, to convey information and assist clients.
• Computer Proficiency: Familiarity with booking software, payment systems, and general office software (e.g., Microsoft Office).
• Problem-Solving: Ability to handle customer inquiries or complaints with professionalism and a solution-oriented approach.
• Multitasking: Capability to work efficiently in a busy environment, balancing multiple clients and responsibilities at once.