Cosmetic Receptionist

5 hours ago

London ON NH L, Canada DermEffects Full time

Cosmetic Receptionist – Job Description

Position Summary

The Cosmetic Receptionist is the first point of contact for clients and plays a key role in creating a warm, professional, and luxurious clinic experience. This role supports daily front-desk operations, patient coordination, and administrative tasks to ensure efficient clinic flow and exceptional service. The ideal candidate is polished, organized, customer-service driven, and comfortable in a fast-paced aesthetic environment.

Key Responsibilities

Client Experience & Front Desk Operations

  • Greet all clients warmly, ensuring a welcoming and professional first impression.
  • Check clients in and out, confirm appointments, and manage real-time scheduling changes.
  • Answer phone calls, emails, and inquiries with accuracy, product knowledge, and brand-appropriate language.
  • Maintain the cleanliness, organization, and presentation of the reception area.
  • Protect patient confidentiality and uphold all clinic policies.

Scheduling & Patient Coordination

  • Manage appointment bookings for injectables, laser treatments, facial services, and consultations.
  • Ensure efficient provider schedules by reducing gaps, confirming appointments, and managing waitlists.
  • Conduct appointment reminder calls/text follow-ups and handle cancellations or rescheduling.
  • Prepare charts, intake forms, consent forms, and aftercare instructions.

Sales Support & Product Knowledge

  • Educate clients on skincare products, treatment packages, and current promotions.
  • Process retail purchases, returns, and maintain accurate POS records.
  • Assist with inventory counts and restocking of skincare or retail displays.
  • Support membership or loyalty program enrollment (coming in the future).

Administrative & Operational Support

  • Process payments, invoices, and reconcile daily cash-out reports.
  • Assist with filing, scanning, and updating electronic medical records (EMR).
  • Prepare daily clinic setup including tidying reception, checking supplies, and ensuring smooth workflow.
  • Support marketing initiatives such as events, social media tasks, and promotional materials when needed.

Qualifications & Requirements

  • Previous experience in a medical spa, cosmetic clinic, beauty retail, or customer service role preferred.
  • Strong communication skills—professional, warm, and confident.
  • Polished appearance and ability to represent the clinic's brand image.
  • Comfortable discussing aesthetic treatments and skincare products.
  • Proficient in scheduling software, EMR systems, and POS transactions.
  • Ability to multitask, stay organized, and remain calm in a busy environment.
  • Strong attention to detail and a proactive, team-focused attitude.
  • Availability to work evenings, weekends, or flexible hours when needed.

Key Competencies

  • Exceptional customer service
  • Professionalism and discretion
  • Time management and multitasking
  • Problem-solving and adaptability
  • Sales awareness and product knowledge
  • Team collaboration

Job Types: Full-time, Part-time

Pay: $22.00-$28.50 per hour

Work Location: In person

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