Desk Assistant

Desk Assistant/Front Office Coordinator.

Location: Alora Med Spa – Boonton, NJ.
Reports To: Spa Manager Clinic Director.

Position Summary:

Alora Med Spa is seeking an enthusiastic, highly organized, and client-focused Desk Assistant to be the face and voice of our luxury medical spa in Boonton, NJ. This vital role is responsible for overseeing all front office operations, ensuring an exceptional client experience from greeting to checkout, and supporting our clinical team of aestheticians and injectors. The ideal candidate is detail-oriented, excels at multitasking, and possesses a passion for the aesthetic and wellness industry.

Key Responsibilities:

Client Experience & Administration:

• First Point of Contact: Warmly greet all clients and visitors, manage check-in/check-out processes, and ensure the lobby and refreshment areas are impeccable and welcoming.
• Appointment Management: Expertly manage the appointment book, handle scheduling and rescheduling, and confirm all appointments for services.
• Communication: Answer and manage a high volume of calls, emails, and text inquiries, providing professional and accurate information regarding all spa and medical services.
• Client Records: Maintain strict confidentiality and accuracy when handling client files, consent forms, medical history, and personal information.

Financial & Sales Support:

• Payment Processing: Process client payments, including handling cash, credit cards, gift cards, and managing flexible payment options (e.g., Cherry, Affirm, Klarna, Alle points).
• Retail: Act as a product ambassador by proactively educating clients on our retail skincare lines and services, assisting with product sales, and meeting retail goals.
• Billing: Manage deposit collection, late cancellation/no-show fees, and accurately close out daily transactions.

Office Operations & Inventory:

• Coordination: Maintain seamless communication between the front desk and the clinical staff (Aestheticians, Injectors, Therapists) to ensure appointments run on time.
• Stocking: Monitor and replenish office supplies, retail inventory, and client amenities (robes, towels, beverages).
• Maintenance: Assist with light cleaning and organizing of the front desk area and common spaces to uphold the Spa’s high-end image.

Qualifications:

• Experience: Minimum of 1-2 years of experience in a customer-facing role; experience in a medical spa, aesthetic practice, salon, or high-end retail environment is highly preferred.
• Skills: Proficiency with scheduling software (Gloss Genius,, Aesthetic Record) and Microsoft Office Suite.
• Knowledge: Must be willing to learn and articulate a detailed understanding of medical aesthetic treatments (e.g., Microneedling, CryoSlimming, Botox) and the associated downtime and aftercare.
• Personal Attributes: Exceptional phone etiquette, organizational skills, professional demeanor, and a proactive, problem-solving attitude.
• Education: High school diploma or equivalent required.

At Avidan Med Spa we are dedicated to delivering holistic health, wellness and beauty solutions in a warm, professional environment. Based in Warwick, NY, we pride ourselves on crafting personalized treatment plans that help each client feel confident, rejuvenated and well-cared for. We offer a broad and advanced suite of services including:Facial rejuvenation, anti-aging treatments and skin balancing. Advanced laser services and long-term hair reduction. Cosmetic enhancements like microblading, lash extensions, tanning and body contouring. Body sculpting, cryotherapy, IV therapy and comprehensive wellness support. Working here means you’ll be part of a team that continuously seeks to innovate and elevate the guest experience while staying at the forefront of aesthetic and wellness trends.What this opportunity offers youA dynamic, growth-minded environment: You’ll be working alongside experienced professionals who aim to deliver outstanding outcomes and personalized care.Broad scope of practice: With our extensive service menu, you’ll have the chance to apply and further develop your skills across many modalities—skin, body, wellness, cosmetic.Impactful work: You’ll see clients transform, improve their well-being, and feel confident—your contributions will matter.Professional development: As the industry evolves, we support ongoing learning and growth so you can stay ahead and continue to build your expertise.Collaborative culture: We believe in teamwork, high standards of care and a friendly, respectful atmosphere where your input and professionalism are valued.What we expect from youA commitment to delivering high-quality service and client care consistent with our brand values.A proactive attitude toward learning and mastering new aesthetic, wellness and cosmetic procedures.Strong collaboration with our team, open communication and attention to detail in every client interaction.Alignment with our mission of holistic wellness combined with beauty—seeing beyond just the immediate service and understanding the full client journey.Joining Avidan Med Spa isn’t just another job—it’s a place to grow your career, work with advanced services, and make a meaningful impact for clients who trust us to help them look and feel their best.