Job description
Overview
The Administrative Assistant will be responsible for coordinating the daily administrative operations of the studio, ensuring smooth scheduling, client communications, and record keeping. The role will also involve supporting inventory control, bookkeeping tasks, and contributing to a welcoming client experience. The ideal candidate will possess strong organizational skills, excellent customer service abilities, and proficiency in office software.
Duties
Manage front desk operations, greet clients, respond to inquiries, and manage appointment bookings using scheduling software.
Prepare, maintain, and organize client records, service histories, and confidential documentation.
Reserve and confirm appointments and maintain accurate calendars for all estheticians and staff.
Process payments, issue receipts, and reconcile daily transactions.
Maintain inventory records for supplies and products; order office supplies and ensure reception area is tidy and well-stocked.
Monitor stock levels of consumables and retail items.
Assist with intake forms and explain services and studio policies to clients.
Respond promptly to phone calls, emails, and social media messages.
Draft and proofread correspondence, emails, and studio materials.
Assist in preparing promotional materials and maintaining an updated service menu.
Prepare reports related to appointments, sales, and inventory.
Qualifications
Completion of secondary school is required. A post-secondary diploma or certificate is an asset.
Minimum 1 year of experience in administrative, clerical, or customer service roles is preferred.
Previous supervisory or team coordination experience is an asset.
Proficiency with computer applications, including MS Office and scheduling or point-of-sale software is required.
Strong written and verbal communication skills.
Ability to manage multiple priorities, maintain attention to detail, and work independently in a fast-paced environment.
Professional, courteous, and client-focused demeanor.
We thank all applicants for their interest. Only those selected for an interview will be contacted.
Expected hours: 32 – 40 per week
Flexible language requirement:
French not required
Schedule:
Monday to Friday
Weekends as needed
Work Location: In person
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