[Hiring] Medical Spa Administrative Officer @Emapta

Role Description

Support Exceptional Client Experiences in the Growing Aesthetic Industry. The Medical Spa Administrative Officer (VA) plays a strategic role in managing appointments, nurturing leads, and supporting revenue-driving activities. Gain international exposure, direct client collaboration, and long-term career opportunities with Emapta, where top 1% talent receives a top 1% professional experience.

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 using 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 working in a Medical Spa, Dermatology Clinic, Plastic Surgery Practice, Wellness Clinic, or Aesthetic Practice (Preferred)
• Familiarity with Mindbody, Vagaro, Boulevard, Aesthetic Record, Zenoti, HubSpot, GoHighLevel, or Salesforce (Preferred)
• Experience managing social media platforms (Preferred)
• Basic SEO and digital marketing knowledge (Preferred)
• Knowledge of aesthetic treatments, including Botox, Fillers, Hydrafacial, Microneedling, Emsculpt Neo, Weight Loss Programs, and Laser Treatments (Preferred)

Benefits

• 5 days work week
• Weekends off
• Work from home arrangement
• 20 vacation days in total
• Prepaid medicine
• Fully-customized Emapta laptop and peripherals
• Direct exposure to our clients
• Career growth opportunities
• Diverse and supportive work environment
• Prime Office Locations - Bogotá and Medellin
• Unlimited upskilling through Emapta Academy courses

Responsibilities

• Client Communication & Customer Service
  • Answer incoming calls, emails, SMS messages, website inquiries, and social media messages
  • Respond promptly to client inquiries 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 communication with clients
• 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 website, social media, Google Business Profile, 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 reports for management
• Compliance & Confidentiality
  • Maintain strict confidentiality of client information
  • Follow HIPAA guidelines and company policies
  • Ensure all records are accurate and securely maintained

Key Performance Indicators (KPIs)

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