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