Clinic Assistant — Coldwater Skin Bar

Position Type: Part-Time

Employee Reports To: Clinic Manager

Effective: September 2026

About the Role

Coldwater Skin Bar is looking for a friendly, organized, and detail-oriented Clinic Assistant to join our front-of-house team. As the first point of contact for our clients, you'll set the tone for their visit — from the moment they book an appointment to the moment they walk out the door. This role blends reception, client communication, booking management, retail support, and daily clinic upkeep.

Clinic Assistants are considered employees of Coldwater Skin Bar, and we’re seeking a candidate who is interested in growing into this position and taking on more hours and responsibilities as we continue to expand.

Currently, we are looking to fill Fridays from 9:00AM - 3:00PM and Saturdays from 10:00AM - 3:00PM, with the option to pick up shifts and transition into more hours as needed.

About Coldwater

Founded in 2020, Coldwater Skin Bar is a locally-owned and -operated skincare clinic in the heart of Fairfield with a focus on corneotherapy (the science and practice of maintaining and restoring healthy skin). In addition to customized skincare services, we also offer Massage Therapy, Acupuncture, and Sunless Tanning.

Clinic Hours

- Monday – Thursday: 11:00 AM – 7:00 PM
- Friday: 9:30 AM – 3:00 PM (vacant)
- Saturday: 10AM – 3:00 PM (vacant)
- Sundays: Closed

What You'll Do Front Desk & Client Experience

- Greet clients and manage the day-to-day flow of the front desk
- Book appointments via Jane App (online, in-person, or by phone)
- Communicate cancellation, late-arrival, and no-show policies clearly and consistently to clients
- Answer phones, respond to voicemails (Dialpad or Quo), and manage clinic email and Slack correspondence
- Handle day-of scheduling needs and keep practitioners informed of their client flow

Transactions & Point of Sale

- Process payments using Shopify POS (retail products, esthetic services, and employee practitioner treatments)




- Process contractor treatments (RMT, Acupuncture) and related bookings through Jane App
- Fulfill online orders: locate and pack orders, add samples and a handwritten note, apply shipping labels

Clinic Operations

- Complete opening and closing procedures each shift
- Maintain a clean, organized, and welcoming space in treatment rooms, common areas, and washrooms
- Receive and stock retail inventory
- Support the team with general supply and equipment upkeep

What We're Looking For

- Previous experience in a customer-facing, reception, or hospitality role (spa/clinic experience an asset, not required)
- Comfortable learning and using multiple software platforms (Jane App, Shopify POS, Slack, Dialpad or Quo, Google Drive); and/or an aptitude to learning new systems
- Strong communication skills and comfort having clear, professional conversations about policy and billing
- Highly organized with good attention to detail
- A team player who's proactive about keeping shared spaces clean and running smoothly
- Reliable and punctual, with the flexibility to cover shifts when needed

Training & Perks New Clinic Assistants complete a structured onboarding that includes system setup, a full clinic tour, shadowing opening/closing procedures, and hands-on training across Jane App, Shopify POS, and our communication tools. A 30-day check-in with the Clinic Manager is built into the first month to support your growth.

We also provide product knowledge and training, retail and treatment discounts, and additional staff incentives to team members, and are continuously exploring new ways to make our clinic a outstanding place to spend time and work!

Salary$22/hr starting wage

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If this sounds like the right role for you, please apply with a resume and brief cover letter telling us why you’re interested in this position, or email directly with the requested information to: Lauren Kelly, Clinic Manager, [email protected]

This posting will remain open until filled; resume reviews will start immediately.

Pay: From $22.00 per hour

Expected hours: 12.0 – 18.0 per week

Work Location: In person

📌 Clinic Assistant (Victoria)
🏢 Coldwater Skin Bar
📍 Victoria