Office Manager

at  HeyLuna

EXPERIENCE:

• Experience in, and a love of, customer service/previous front of house experience essential.
• The capacity to prioritise tasks, and thrive in a slightly chaotic, super friendly environment.
• Great communication and relationship-building skills, with a high level of emotional intelligence.
• Strong IT skills, including proficiency in Microsoft Word & Excel.
• Track record of implementing facilities systems and processes.
• Skills in budget management.
• Flexibility and adaptability to changing workloads.
• High level of organisation and time management.
• Love of alternative therapies and creative environments.

• Recruit, train and manage all receptionists/front of house staff. Manage the schedule, annual leave and sickness. Report hours for payroll.
• Weekly reception duties, meeting and greeting clients, liaising via phone, email and face to face with clients and practitioners, managing room bookings, operating the online booking system (MindBody), taking payments etc. Maintaining a friendly, helpful and courteous approach to clients and therapists at all times
• Manage therapist room rentals including multiple rate handling effectively and efficiently.
• Maintain a clean, tidy, and smoothly functioning clinic environment, including therapy room set up.
• Overseeing post & deliveries, ordering supplies. Liaising and maintaining relationships with suppliers and services.
• Managing stock for the shop and introducing new products when appropriate.
• Building management & maintenance coordination. Updating contracts/switching providers where necessary.
• Maintain excellent working relationships and communications with all staff and practitioners.
• Regularly catch ups with Clinic Director.
• Acting as an ambassador for the clinic and its ethos.
• Maintaining and expanding on new projects and ideas through marketing and social media alongside the social media manager.
• Operating all aspects of front office computer system, including software maintenance, report generation and analysis, and simple configuration changes.
• Performing other duties as requested by the Clinic Director.