Holistic Med Group is a women-led, integrative wellness clinic in Oakville, offering elevated, evidence-based treatments in a calm, luxurious environment. We are seeking a Clinic Receptionist & Client Experience Coordinator who is warm, highly organized, and proactive. This role goes beyond traditional reception. You will be responsible for creating a seamless, high-touch client experience while supporting the daily flow and energy of the clinic. You are the first and last impression of HMG.
Your role is to ensure every client feels cared for, guided, and confident in their wellness journey.
Core Responsibilities - Client Experience & Front Desk Operations
- Greet and welcome clients with professionalism, warmth, and attention to detail
- Answer calls, respond to inquiries, and manage bookings through JaneApp
- Process payments, issue receipts, and support rebooking for continued care
- Ensure each client leaves with a clear follow-up plan or future booking
- Assist walk-in clients and guide them to appropriate services
Client Retention & Care Coordination
- Follow up with clients regarding recommended treatments and ongoing care plans
- Educate clients on services, packages, and promotions (non-clinical guidance)
- Support review generation by encouraging satisfied clients to leave Google reviews
- Handle client concerns with care and escalate appropriately when needed
Clinic Flow & Daily Operations
- Support schedule optimization by filling gaps, managing waitlists, and confirming appointments
- Maintain accurate client profiles, intake forms, and appointment notes
- Coordinate with practitioners to ensure smooth transitions between treatments
- Assist with opening and closing duties, including end-of-day summaries
Clinic Environment & Standards
- Maintain a clean, organized, and elevated clinic environment at all times
- Reset treatment rooms at the end of shifts (garbage, linens, product restocking,
lotion refills) Manage laundry including washing, drying, folding, and restocking
- Prepare and maintain client amenities (tea, water, slippers, overall ambiance)
- Assist clients with infrared sauna sessions, including setup and turnover
Inventory & Retail Support
- Monitor supplies (linens, oils, disposables, retail products) and flag low inventory
- Restock retail and maintain a clean, visually appealing display area
Marketing & Community Support
- Capture light in-clinic content for social media when needed
- Support promotions, events, and partner activations within the clinic
Team & Administrative Support
- Provide day-to-day support to practitioners and clinic leadership
- Assist with onboarding support for new team members (basic orientation, systems guidance)
- Support the overall efficiency and positive energy of the clinic
Ideal Candidate
- Robust communication and interpersonal skills
- Highly organized with strong attention to detail << THAT PART
- Thrives in a fast-paced, client-focused environment
- Passionate about health, wellness, and elevated client care
- Previous reception or customer service experience required (wellness or medical setting is an asset)
- Comfortable with booking systems (JaneApp experience is an asset)
Why Join Holistic Med Group
- Be part of a supportive, women-led wellness team
- Work in a beautiful, elevated clinic environment
- Opportunity for growth within a rapidly expanding brand
- Play a key role in shaping the client experience and community at HMG
Please submit a resume with availability, when you would be able to start, and a cover letter of what it means to you to be in your "HEALTHY GRL ERA". Only those with these items submitted will be considered for the position.
[email protected]
Pay: $19.00-$24.00 per hour
Expected hours: 14.0 – 30.0 per week
Benefits
- Company events
- Flexible schedule
- On-site parking
Work Location: In person
📌 Clinic Receptionist & Client Experience Coordinator (Oakville)
🏢 Holistic Med Group
📍 Oakville