Front office executive

Job Summary

We are looking for a Front Office Executive with experience in a hair clinic, aesthetic clinic, dermatology clinic, cosmetology, or healthcare setting. The candidate will be responsible for managing the front desk, welcoming clients, handling enquiries and appointments, coordinating consultations and treatments, and ensuring an excellent client experience throughout their visit.

The ideal candidate should have excellent communication skills, a professional appearance, strong follow-up abilities, and a customer-focused approach.

Key Responsibilities

Welcome and greet clients professionally and create a warm, comfortable clinic experience.

Manage the reception desk, client registration, appointments, and daily schedules.

Handle incoming calls, WhatsApp enquiries, online enquiries, and walk-in clients.

Understand client requirements related to hair loss, hair restoration, scalp care, and aesthetic services and coordinate them with the appropriate consultant/doctor.

Schedule and confirm doctor consultations, treatment sessions, follow-ups, and review appointments.

Explain basic information about available hair and aesthetic services, packages, procedures, and pricing as approved by the clinic.

Coordinate with doctors, trichologists, aesthetic consultants, therapists, and the operations team to ensure smooth patient flow.

Follow up with enquiries, consultation leads, and missed appointments.

Maintain accurate client records, treatment schedules, follow-up details, and CRM entries.

Assist with billing, payment collection, receipts, and basic administrative activities.

Coordinate pre-consultation and post-consultation requirements as instructed by the clinical team.

Support client retention by maintaining regular follow-ups and appointment reminders.

Handle client questions and complaints professionally and escalate clinical or medical concerns to the appropriate qualified professional.

Maintain strict confidentiality of client and medical information.

Promote approved clinic packages, memberships, offers, and products when required.

Maintain a clean, organized, and professional reception area.

Prepare daily appointment, enquiry, follow-up, and collection reports.

Coordinate with the sales team to ensure proper follow-up and conversion of treatment enquiries.

Preferred Industry Experience

Candidates with experience in any of the following are preferred

Hair transplant / hair restoration clinic

Trichology clinic

Dermatology clinic

Aesthetic clinic

Cosmetology clinic

Cosmetic surgery clinic

Beauty and wellness clinic

Healthcare or hospital front office

Preferred Knowledge

Basic familiarity with the following services will be an advantage

Hair transplant / hair restoration

Hair loss treatments

PRP and other hair-related treatments

Scalp treatments

Hair growth therapies

Laser hair reduction

Skin and facial treatments

Chemical peels

Skin rejuvenation

Anti-aging treatments

Aesthetic and skincare services

Clinical diagnosis, treatment recommendations, medical advice, and explanations of medical risks should be handled by appropriately qualified medical professionals.

Required Skills

Excellent verbal and written communication

Pleasant and professional personality

Strong customer-service skills

Good telephone and WhatsApp etiquette

Appointment and calendar management

Strong follow-up and coordination skills

Basic billing and cash-handling knowledge

Computer and MS Office skills

CRM/clinic management software experience preferred

Ability to handle multiple clients and tasks efficiently

Good problem-solving and interpersonal skills

Professional grooming and presentation

Fluency in English and the local language preferred

Qualification & Experience

Any Bachelor's degree or relevant qualification preferred.

1–3 years of front office experience preferred.

Experience specifically in a hair clinic, aesthetic clinic, dermatology clinic, or trichology clinic will be an advantage.

Candidates with strong customer-service experience in healthcare, beauty, wellness, or hospitality may also be considered.

Key Performance Indicators (KPIs)

Appointment booking and confirmation

Enquiry response and follow-up

Consultation appointment conversion

Repeat appointment and follow-up rate

Client satisfaction and retention

Accurate billing and documentation

CRM/data accuracy

Efficient coordination with clinical and sales teams

Timely handling of client enquiries

Pay

₹20,000.00 - ₹35,000.00 per month

Work Location

In person