[Hiring] Medical Spa Administrative Officer @Emapta

Role Description

Drive Exceptional Client Experiences in the Growing Aesthetics Industry. The Medical Spa Administrative Officer (VA) plays a vital role in supporting client engagement, appointment management, lead nurturing, and administrative excellence that help drive business growth.

• Direct impact on client satisfaction, revenue generation, and operational efficiency.
• Long-term global career with Emapta, designed for top talent seeking professional growth, stability, and international exposure.

Qualifications

• 1 to 3 years of experience as a Virtual Assistant, Administrative Assistant, Medical Receptionist, or Customer Service Representative.
• Excellent written and verbal English communication skills.
• Strong organizational and time management skills.
• Experience with Google Workspace (Docs, Sheets, and Calendar).
• Proficiency in Microsoft Office Suite.
• Ability to multitask in a fast-paced environment.
• Reliable high-speed internet connection.
• Quiet and professional work environment.

Requirements

• Experience supporting a Medical Spa, Dermatology Clinic, Plastic Surgery Practice, Wellness Clinic, or Aesthetic Practice.
• Familiarity with Mindbody, Vagaro, Boulevard, Aesthetic Record, Zenoti, HubSpot, GoHighLevel, or Salesforce.
• Social media management experience.
• Basic SEO and digital marketing knowledge.
• Knowledge of aesthetic treatments, including Botox, Fillers, Hydrafacial, Microneedling, Emsculpt Neo, Weight Loss Programs, and Laser Treatments.

Benefits

• Competitive salary designed for top-tier talent.
• Full compliance with Dominican statutory benefits, including 13th-month pay (Christmas bonus), paid annual vacation and public holidays, and social security contributions covering health insurance, pension (AFP), and occupational risk insurance.
• Sick leave and disability coverage through Social Security.
• Career growth opportunities with global exposure.
• Exposure to international clients and global best practices.
• Learning and development support (courses, certifications, upskilling) through Emapta Academy.

Responsibilities

• Client Communication & Customer Service
  • Answer incoming calls, emails, SMS messages, website inquiries, and social media messages.
  • Respond promptly to client questions regarding treatments, pricing, promotions, and scheduling.
  • Follow up with leads and prospective clients.
  • Confirm appointments and send reminders.
  • Manage appointment rescheduling and cancellations.
  • Maintain professional and friendly client communication.
• Appointment & Calendar Management
  • Schedule consultations and treatment appointments.
  • Optimize provider schedules to maximize productivity.
  • Manage practitioner calendars.
  • Monitor no-show and cancellation rates.
  • Coordinate follow-up appointments and recurring treatment schedules.
• Administrative Support
  • Maintain electronic client records.
  • Verify intake forms and required documentation.
  • Prepare daily appointment reports.
  • Manage client databases and CRM systems.
  • Process invoices and payment records as directed.
  • Assist with inventory tracking and ordering requests.
• Lead Management & Sales Support
  • Contact leads generated through websites, social media platforms, Google Business Profiles, and advertising campaigns.
  • Track lead sources and conversion rates.
  • Assist with membership and package sales.
  • Follow up on consultation requests.
  • Monitor sales opportunities and nurture prospective clients.
• Marketing Support
  • Assist with social media posting and scheduling.
  • Monitor online reviews and notify management of client feedback.
  • Request Google reviews from satisfied clients.
  • Update website promotions and service offerings.
  • Support email and SMS marketing campaigns.
• Reporting & Analytics
  • Track appointment bookings, lead conversion rates, revenue performance, client retention metrics, and marketing campaign results.
  • Prepare weekly and monthly management reports.
• Compliance & Confidentiality
  • Maintain strict confidentiality of client information.
  • Follow HIPAA guidelines and company policies.
  • Ensure accurate and secure record maintenance.

Key Performance Indicators (KPIs)

• Achieve a lead response time of less than 5 minutes during business hours.
• Maintain an appointment confirmation rate of 95% or higher.
• Meet lead-to-consultation conversion rate targets.
• Meet consultation-to-treatment conversion rate targets.
• Reduce client no-show rates.
• Complete Google review requests on a weekly basis.
• Maintain high client satisfaction ratings.
• Ensure CRM and scheduling accuracy.
• Achieve timely and accurate completion of administrative tasks.