Scheduler at a Medical Spa - Domeos Resources International

Domeo Resources International - Our Client, a Medical Spa, is recruiting to fill the position below:

Job Title: Scheduler

Location: Abuja (FCT)
Employment Type: Permanent
Reports To: Spa Manager

Job Summary

• The Scheduler is responsible for booking and coordinating all client appointments and ensuring an efficient workflow for the medical spa.
• This role ensures that staff schedules are optimized and that clients experience seamless booking and timely appointments.

Responsibilities

• Appointment Scheduling: Coordinate client appointments across all services, including medical treatments, aesthetic procedures, consultations etc. Ensure proper time allotment for each procedure to avoid scheduling conflicts.
• Manage Calendar: Maintain and organize the spa’s schedule, ensuring that medical practitioners, aestheticians, and support staff are assigned appropriately to meet daily demand.
• Client Communication: Confirm appointments, send reminders, and notify clients of any schedule changes. Answer client inquiries related to availability, services, and rescheduling requests.
• Booking Optimization: Maximize the spa’s operational efficiency by minimizing gaps in the schedule and avoiding overbooking. Ensure that staff workload is balanced and prioritized.
• Collaboration with Front Desk: Work closely with the front desk and administrative teams to ensure smooth communication and coordination of client bookings, cancellations, and follow-ups.
• Record Maintenance: Maintain accurate records of appointments, treatment histories, and any special client requests or needs.
• Resolve Conflicts: Address any scheduling conflicts, last-minute cancellations, or delays in a professional and timely manner, finding solutions that maintain both client satisfaction and operational flow.

Qualifications

• Degree in the Social Sciences or equivalent; additional training in administration or office management is a plus.
• 2+ years of experience in a scheduling or administrative role, preferably in a medical spa or wellness center.
• Familiarity with scheduling software, CRM systems, and medical or spa-related booking platforms is an added advantage.

Competencies / Skills:

• Organizational Skills: Strong ability to manage multiple appointments, handle detailed schedules, and avoid conflicts.
• Communication Skills: Clear, concise communicator with excellent phone and email etiquette, capable of managing client expectations professionally.
• Customer Service: Friendly and patient when interacting with clients, ensuring they feel well-informed and taken care of.
• Time Management: Capable of prioritizing tasks and managing a busy schedule while ensuring smooth operations for the spa staff.

Behavioural Qualities / Other Competencies:

• High level of emotional intelligence in difficult circumstances with dedication to sustain performance, particularly when under pressure
• Attention to detail: Meticulous in scheduling appointments, ensuring proper timing and avoiding overlaps or delays.
• Problem-solving and decision-making aptitude: Quick thinker who can resolve scheduling conflicts or client cancellations without disruption to the spa’s operations.
• Strong work ethics and reliability.

Application Closing Date
1st November, 2024.