Spa Receptionist & Sales Virtual Assistant

Job Title: Spa Receptionist & Sales Virtual Assistant 

Position Type: Full-Time
Work Hours:

• Monday: 10:00 AM – 1:00 PM EDT (3 hours, no break)
• Wednesday, Thursday & Friday: 9:00 AM – 8:00 PM EDT (1-hour unpaid break)
• Saturday: 9:00 AM – 5:00 PM EDT (1-hour unpaid break)
• Tuesday & Sunday: Off

Total Hours: 40 hours/week
Salary: $5–$6 per hour (depending on experience)

Workplace: Remote
Preferred Candidate Location: Philippines

About the Role

We are looking for a proactive, customer-focused Spa Receptionist & Sales Virtual Assistant to become the first point of contact for our clients. This role combines client support, appointment management, lead nurturing, and sales, making it ideal for someone who enjoys building relationships while helping grow the business. Client is running an all female team and servicing an all female clientele 

The ideal candidate is confident on the phone, has strong sales skills, and can effectively convert inquiries into booked appointments, memberships, and package sales. You'll also support daily operations by managing cancellations, no-shows, client communications, and virtual office tasks.

Core Responsibilities

Phone Support & Lead Follow-Up (Top Priority)

• Answer inbound phone calls and respond to client inquiries promptly and professionally
• Follow up with new leads through phone calls, text messages, and multiple messaging platforms
• Nurture leads until they book an appointment
• Respond to inquiries from Instagram, Facebook Messenger, website chat, and automated messaging platforms
• Build rapport with prospective clients and provide information about services, memberships, and packages

Appointment Scheduling & Client Retention (Top Priority)

• Schedule, confirm, reschedule, and manage client appointments
• Proactively contact clients regarding cancellations and available appointment openings
• Manage cancellation requests within the clinic's 12-hour cancellation policy
• Follow up with clients who miss appointments and assist with rescheduling
• Collect applicable no-show fees over the phone according to clinic policies

Sales & Package Memberships (Top Priority)

• Upsell services and packages during client interactions
• Educate clients on membership benefits and available promotions
• Help increase upfront package sales to improve clinic cash flow

Virtual Office Management

• Support daily administrative operations
• Manage client communications during staff callouts or scheduling changes
• Respond to social media direct messages professionally and promptly

Software & Systems

• GlossGenius (Booking, CRM, and Practice Management)

Key Performance Indicators (KPIs)

• Appointments booked per week
• Lead follow-up response time
• Lead-to-booking conversion rate
• Package and membership sales
• Upsell conversion rate
• Reduced cancellations and no-shows
• Client satisfaction and communication quality

Experience Requirements

• Previous experience in appointment setting, client care, or customer service
• Sales experience is required
• Experience with upselling packages or memberships is highly preferred
• Experience in the spa, aesthetics, wellness, beauty, or healthcare industry is preferred
• Experience in the spa, beauty, aesthetics, or wellness industry
• HIPAA certification or HIPAA compliance knowledge

Deal Breakers

❌ No sales or upselling experience
❌ Uncomfortable answering phones throughout the day
❌ Poor customer service or communication skills
❌ No experience using CRM or booking software
❌ Inability to manage cancellations and follow-ups effectively
❌ Poor organizational or multitasking abilities

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• Top 1% VA Performance Training: Access to proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.