Med Spa Receptionist

Please read entire description of position! We are seeking an experienced Med Spa Receptionist to join our team! ✨
About Us!

At La Vida Veloa, we believe beauty, wellness, and self-care should flow effortlessly together! As a luxury medical spa, we provide a curated experience where advanced aesthetic treatments, personalized wellness solutions, and exceptional service come together to help our clients look, feel, and live their very best! Every detail of our spa has been thoughtfully designed to create an atmosphere of elegance, comfort, and transformation.

We are seeking a polished, respectful, and driven Med Spa Receptionist who is passionate about delivering an elevated guest experience and embodying the warmth, sophistication, and professionalism that define the La Vida Veloa brand!

We are currently offering services such as Artemis T-Shape 2, Diamond Glow, Dermal Fillers, Botox/Dysport, Weight Loss, Hormone Replacement, and more!

Position Summary
Our Med Spa Receptionist serves as the face of La Vida Veloa and is often the first and last impression of our luxury client experience! This role is responsible for creating a warm, welcoming, and personalized atmosphere for every guest while seamlessly managing front desk operations, scheduling, client communications, retail sales support, and administrative responsibilities!

The ideal candidate is polished, detail-oriented, and service-focused, with a passion for aesthetics, wellness, and hospitality! They possess the ability to anticipate client needs, build meaningful relationships, and ensure every interaction reflects the exceptional level of care and luxury that our guests expect. From greeting clients with genuine enthusiasm to supporting treatment recommendations and retail offerings, this individual plays an essential role in creating a memorable and elevated spa experience.

- Full-Time (Tuesday-Friday, every other Saturday, to begin!)

- Located in Colorado Springs, CO
Essential Duties & Responsibilities
Client Experience & Front Desk Operations
Greet and welcome clients with professionalism, warmth, and excitement
Provide exceptional customer service in person, by phone, text, email, and online platforms
Check clients in and out efficiently while maintaining confidentiality
Offer beverages and ensure clients feel comfortable during their visit
Maintain a luxury spa atmosphere and positive client experience
Address client concerns professionally and escalate issues when appropriate
Build strong relationships with clients and encourage retention
Scheduling & Appointment Management
Schedule, confirm, reschedule, and cancel appointments
Manage provider schedules and optimize appointment flow
Conduct appointment reminder calls, texts, and emails
Monitor daily schedules to minimize gaps and maximize productivity
Coordinate consultations, treatment appointments, follow-up visits, and model events
Maintain waitlists and contact clients regarding openings
Complete client registration and intake processes
Verify completion of required consent forms and documentation
Scan, upload, and maintain electronic records
Maintain accurate client demographics and account information
Process incoming and outgoing correspondence
Assist with reporting, spreadsheets, and administrative projects
Upload imaging and documents into patients charts as needed
Ensure compliance with HIPAA and privacy regulations
Financial Responsibilities
Collect payments at the time of service
Comfort with obtaining credit card, financing, and cash transactions at time of service
Explain membership programs, specials, packages, and promotions
Assist clients with financing options, including Cherry and other payment programs
Balance daily transactions and reconcile receipts
Maintain accurate financial records and deposits as directed
Sales & Retail Support
Educate clients on skincare products and available services
Promote retail products, memberships, treatment packages, and specials
Assist with product recommendations based on provider or esthetician recommendations
Track retail inventory and notify management of low stock
Support monthly sales goals and client retention initiatives
Marketing & Client Engagement
Assist with social media engagement and client outreach
Promote events, specials, and new service offerings
Encourage reviews and client feedback
Support marketing campaigns and community events
Help coordinate model calls, open houses, and promotional events
Facility & Operations Support
Maintain a clean, organized, and welcoming reception area
Ensure treatment rooms are stocked and client areas remain presentable
Assist with inventory management and supply ordering
Monitor office supplies and retail inventory levels
Support providers, nurses, estheticians, and leadership as needed
Participate in team meetings, trainings, and continuing education opportunities
Assist with daily laundry operations, including washing, drying, folding, and restocking linens, towels, robes, blankets, and treatment supplies
Help maintain a clean, organized, and sanitary bathroom and laundry room at all times
Help monitor inventory and communicate supply needs to management
Ensure treatment rooms, reception areas, and common spaces remain clean, stocked, and client-ready throughout the day
Support overall spa cleanliness and presentation to uphold La Vida Veloa's luxury standards
Qualifications
High school diploma or equivalent required
Previous receptionist, front desk, hospitality, medical office, spa, or customer service experience preferred
Experience in aesthetics, wellness, cosmetic dermatology, plastic surgery, or medical spa environments preferred
Strong computer skills and ability to learn scheduling and EMR software (We currently use Zenoti)
Excellent verbal and written communication skills
Professional appearance and demeanor
Ability to multitask in a fast-paced environment
Strong sales and customer service mindset
Knowledge of HIPAA and patient confidentiality preferred
Preferred Attributes
Passion for aesthetics, skincare, wellness, and beauty
Positive attitude and team-oriented mindset
Strong organizational skills and attention to detail
Ability to build rapport and create lasting client relationships
Self-motivated with a desire to contribute to a growing luxury brand
Eager to grow and learn personally and professionally
Benefits
Competitive compensation
Employee discounts on products and services
Growth and advancement opportunities
Continuing education and training
Supportive and collaborative team environment
Opportunity to grow with an expanding luxury med spa brand
Join La Vida Veloa and help create an exceptional experience where wellness, beauty, and luxury come together!

Pay: $21.96 - $27.65 per hour
Benefits:
401(k)
Dental insurance
Employee discount
Health insurance
Life insurance
Paid time off
Professional development assistance
Vision insurance
Application Question(s):
Are you open to learning hands-on procedures and tasks to help assist with our Nurse Injector and Aesthetician if a need were to arise?

Are you comfortable with discussing cost of services with clients? Learning and discussing the products we have to be able to support a sale for a client?

Describe what being passionate about aesthetics, skincare, wellness, and helping clients feel their best means to you?

Are you available to work Saturdays? And open to attend events?

Experience:
Med spa: 2 years (Preferred)
Medical receptionist: 2 years (Preferred)
Work Location: In person