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Position Summary:

Natalie Rose Beauty, a full service medical aesthetics spa, is seeking a skilled and customer-oriented Front Desk Receptionist with expertise in Vagaro, a salon and spa management software. As a Vagaro-savvy Receptionist, you will play a crucial role in ensuring smooth operations and delivering exceptional customer service. Your primary responsibility will be to manage front desk activities, handle client appointments, and utilize Vagaro to schedule, track, and coordinate various salon and spa services.



  • Front Desk Management: Greet clients in a warm and friendly manner, addressing their inquiries, and providing information about spa services and products.

  • Appointment Scheduling: Efficiently manage client appointments using Vagaro software, ensuring accuracy, optimal scheduling, and accommodating client preferences and availability.

  • Client Communication: Answer phone calls, respond to emails, and manage online inquiries promptly and professionally, providing excellent customer service and resolving client concerns.

  • Check-In and Check-Out: Welcome clients upon arrival, check them in using Vagaro, and assist with the check-out process, including payment processing and issuing receipts. Familiarity with Allē and CareCredit is a plus.

  • Retail Sales Support: Promote spa products and upsell services by providing product information, recommendations, and processing sales transactions.

  • Service Coordination: Collaborate with the spa team to schedule and coordinate various services, ensuring smooth transitions between appointments and efficient utilization of spa resources.

  • Vagaro Expertise: Utilize Vagaro software to manage and update client records, track inventory, generate reports, and maintain accurate records of appointments, payments, and client preferences.

  • Administrative Tasks: Perform various administrative duties such as filing, organizing paperwork, managing retail and front desk supply inventory, and ensuring the front desk area is tidy and well-maintained.

  • Client Experience Enhancement: Continuously seek opportunities to enhance the client experience by anticipating their needs, providing personalized attention, and suggesting additional services.

  • Team Collaboration: Work closely with spa staff to facilitate effective communication, ensure a seamless client experience, and support the overall operations of Natalie Rose Beauty.


  • Experience: Prior experience as a receptionist, preferably in a salon, spa, medical office, or similar customer-oriented environment. Basic understanding about injectables, fillers, laser hair removal, etc. is highly desirable.

  • Vagaro Proficiency: Strong familiarity with Vagaro or similar salon and spa management software, including appointment scheduling, client record management, and inventory tracking.

  • Customer Service Skills: Excellent interpersonal and communication skills, with a friendly and professional demeanor to provide exceptional customer service to clients.

  • Organizational Skills: Ability to manage multiple tasks, prioritize workload, and maintain attention to detail while working in a fast-paced environment.

  • Tech-Savvy: Comfortable working with computers, proficiency in Microsoft Office Suite, Google applications, and ability to quickly learn and adapt to new software systems.

  • Problem-Solving Abilities: Proactive approach to identifying and resolving issues, effectively handling client concerns, and finding appropriate solutions.

  • Team Player: Strong collaboration skills, with the ability to work harmoniously with a diverse team and contribute to a positive and supportive work environment.

  • Flexibility: Willingness to work a flexible schedule, including evenings and weekends, to accommodate spa hours and client appointments.

  • Professionalism: Presentable appearance, maintaining confidentiality, adhering to spa policies, and upholding the highest standards of professional ethics.

  • Passion for Medical Aesthetics & Beauty: Enthusiasm for the beauty industry and a genuine interest in staying updated on the latest trends, products, and services.

Note: This job description is a general outline of responsibilities and qualifications and is subject to modifications based on the needs of Natalie Rose Beauty, LLC. Familiarity with Vagaro is a crucial requirement for this position, and expertise in other salon and spa management software may be considered.

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