Receptionist / Front Office Executive

Key Responsibilities:Client Reception & Hospitality: Greet clients warmly and professionally as they arrive at the clinic. Maintain a clean, calm, and inviting reception area. Offer refreshments or assistance as appropriate. Appointment & Scheduling Management: Schedule and confirm client appointments using clinic software or manual registers. Coordinate with therapists, doctors, and dieticians to ensure smooth scheduling. Handle rescheduling, cancellations, and follow-up appointments. Call & WhatsApp Handling: Attend to all incoming calls, WhatsApp inquiries, and direct them to the concerned team member. Provide information on services, packages, offers, and clinic timings. Ensure proper follow-up with walk-in leads and inquiries. Client Record Management: Maintain client registration, service records, and feedback forms (physical and/or digital). Assist in updating the CRM or record-keeping software. Ensure data confidentiality and accuracy. Billing & Payment Support: Coordinate with the accounts or billing department to manage invoices, receipts, and payment updates. Ensure all billing is done before the guest leaves the premises. Guest Rebooking & Service Coordination: Encourage clients to book the next appointment before leaving. Coordinate with the assistant clinic manager to ensure smooth guest movement across departments. Daily Reporting & Coordination: Share daily reports with the manager regarding walk-ins, calls, bookings, and client feedback. Coordinate with back-end staff for inventory, therapist availability, and urgent requirements. General Administration: Maintain inventory of front desk supplies. Handle courier, deliveries, or other administrative tasks as needed.