Office Administrator

The Office Administrator serves as the first point of contact for all clients, ensuring a welcoming, professional, and efficient front desk experience. This role is critical in maintaining smooth daily operations, supporting client satisfaction, and assisting with the administrative functions.

Location: Westmoorings
Operation Hours: Mon-Fri ; 8am-3pm
Weekend Hours: 1 Saturday monthly 9:30am-11:30am
Probation Salary – $5,500
Upon confirmation: $6,000

Client Relations
• Warmly greet and welcome all clients upon arrival.
• Direct guests to their designated service areas in a professional manner.
• Ensure all client forms and waivers are properly completed and signed before services are rendered.
• Provide basic information about services, treatments, and retail products.

Communication
• Answer and direct incoming phone calls promptly and courteously.
• Respond to client messages, emails, and inquiries in a timely and professional manner.
• Manage the email system to ensure efficient communication flow.

Appointment Management
• Schedule, reschedule, and confirm client appointments.
• Maintain accurate and up-to-date client appointment records.
• Ensure scheduling conflicts are minimized to maximize efficiency.

Administration Duties
• Maintain proper records of all client data in accordance with confidentiality standards.
• Manage filing systems for forms, client records, and other administrative documents.
• Monitor and ensure office resources (stationery, forms, office supplies, etc.) remain in stock.

Payments & Transactions
• Process client payments accurately and issue receipts.
• Record and reconcile transactions as per spa policy.

Operational Support
• Assist in ensuring smooth daily front desk operations.
• Maintain a clean, organized and welcoming reception environment.
• Support management in coordinating operational needs.

Performance Expectations
• Deliver excellent customer service, enhancing the client experience from entry to exit.
• Maintain professionalism, discretion, and confidentiality at all times.
• Ensure accuracy and efficiency in appointment management, record keeping, and payments.
• Proactively communicate with team members to support spa operations.

APPLICANT NOTE: We appreciate the interest of all applicants however, only candidates being screened will be contacted. Thank you for considering this opportunity with us.