Office Admin/Receptionist Position Available In Richland, South Carolina

Office Admin/Receptionist Vivid Aesthetics Irmo, SC 29063

Office Admin/Receptionist Job Description Position Title:

Office Admin/Receptionist Location:

Vivid Aesthetics – Columbia, SC Reports to:

Owners/Practice Managers Position Summary:

The Office Admin/Receptionist at Vivid Aesthetics is responsible for overseeing the daily operations of the clinic to ensure smooth, efficient, and customer-focused service delivery. This role supports both the clinical team and administrative staff while maintaining a warm, welcoming environment for all clients. The Office Manager is also responsible for ensuring that business processes are organized, compliant, and optimized to enhance both patient experience and business performance.

Primary Responsibilities & Duties:

Administrative & Front Office Duties:

Greet and assist all clients warmly and professionally upon arrival and departure. (Excellent customer service and phone etiquette are a must.) Manage and oversee daily front desk operations including phone calls, emails, appointment scheduling, client check-ins and check-outs. Maintain client records, ensuring confidentiality and HIPAA compliance at all times. Process payments, prepare daily financial reports, and reconcile transactions. Respond to client inquiries regarding services, skincare products, memberships, and promotions. Monitor and manage inventory of skincare products, medical supplies, and office materials; coordinate ordering and restocking as needed. Must be able to multi-task well in a busy and noisier front desk environment where there are a lot of distractors. Track membership payments and reach out via phone for non payments or to update payments. Data mining to include looking ahead at schedule and filling gaps in schedules by running reports and giving call backs to clients to rebook.

Office & Staff Management:

Provide support to medical providers and other office staff. Ensure staff schedules are up-to-date and optimized for clinic needs. Assist in onboarding and training new administrative team members. Address client concerns or complaints professionally, ensuring client satisfaction and resolution.

Operational Efficiency:

Oversee implementation and maintenance of office systems and procedures to improve efficiency. Maintain cleanliness and orderliness of front desk, waiting area, and general office space. Assist with data entry and reporting related to sales, promotions, memberships, and client retention. Analyze scheduling trends to maximize provider productivity and reduce gaps.

Marketing & Client Engagement Support:

Support marketing efforts by managing client communications, reminders, and follow-ups via phone, email, or text platforms. Assist with in-office promotions, events, and seasonal marketing efforts. Ensure promotional materials, brochures, and signage are current and available to clients.

Compliance & Safety:

Ensure the office complies with health, safety, and regulatory requirements. Maintain accurate documentation for inspections, licenses, certifications, and other regulatory matters.

Qualifications:

Prior experience in office administration or management, preferably in medical aesthetics, healthcare, or wellness industries. Strong organizational and multitasking skills. Excellent communication and interpersonal abilities. Knowledge of medical spa services, skincare products, and basic retail operations preferred. Proficient with scheduling and payment processing systems (Experience with aesthetic or EMR software a plus). Ability to lead and motivate a team with a positive, client-first attitude. Understanding of confidentiality requirements and HIPAA compliance.

Physical Requirements:

Ability to sit or stand for extended periods. Light lifting of office supplies or inventory (up to 25 lbs). Why Join Vivid Aesthetics? At Vivid Aesthetics, we believe in confidence, care, and exceptional client experience. As our Office Admin/Receptionist, you play a key role in shaping the welcoming and empowering environment that makes Vivid unique. Be bold. Be confident. Be Vivid.

Job Type:

Full-time Pay:

From $18.00 per hour Expected hours: No less than 35 per week

Schedule:

8 hour shift

Work Location:

In person