The Cosmetic Haus is a sister-owned medical aesthetics and skincare clinic in East York, Toronto. We are looking for an exceptional Clinic Administrator & Client Concierge / Social Media Coordinator to become a key part of our team.

This is more than a traditional reception position. We are looking for someone who can confidently take ownership of the day-to-day operations of the clinic, provide an exceptional client experience, support our team, and help us continue to grow our business.

The ideal candidate is highly organized, personable, proactive, confident and able to work independently.

Client Concierge & Reception

- Provide a warm, professional and welcoming experience for every client
- Manage incoming phone calls, text messages, emails and client inquiries
- Schedule, confirm, reschedule and manage appointments
- Manage our Mindbody booking system and maintain accurate client profiles
- Educate clients on our treatments, services, skincare products and current promotions
- Assist clients in selecting appropriate appointments while knowing when a clinical consultation is required
- Follow up with leads, inquiries and existing clients
- Rebook clients and help maintain solid client retention
- Manage cancellations, waitlists and schedule gaps
- Handle client concerns professionally and know when to escalate an issue
- Process payments and complete end-of-day administrative duties

Clinic Operations

- Help oversee the daily flow of the clinic and keep appointments running smoothly
- Coordinate practitioner schedules and treatment rooms
- Maintain inventory of skincare, retail products and clinic supplies
- Monitor stock levels and ensure products and supplies are reordered before they run out
- Receive and organize deliveries
- Maintain an organized, clean and professional reception and clinic environment
- Assist with laundry, treatment-room turnover and general clinic cleanliness when required




- Maintain administrative systems, files and clinic documentation
- Assist with opening and closing procedures
- Identify operational issues and proactively find solutions
- Communicate effectively with clinicians, aestheticians and management
- Help ensure clinic policies and procedures are consistently followed

Social Media & Content

- Help manage The Cosmetic Haus Instagram and TikTok accounts
- Create and schedule engaging social media content
- Film and edit Reels and TikToks in the clinic
- Create Instagram Stories, educational posts and promotional content
- Be comfortable using Canva for graphics and social media content
- Capture before-and-after content according to clinic consent procedures
- Respond to social media messages and inquiries promptly
- Stay current with social media trends, sounds and content ideas relevant to skincare and medical aesthetics
- Help turn social media inquiries into consultations and bookings
- Assist with promotions, events, collaborations and marketing initiatives
- Track which content and promotions are generating engagement, inquiries and bookings

Business Development

- Follow up with new leads and previous inquiries
- Re-engage existing and inactive clients
- Identify opportunities to fill appointment openings
- Promote appropriate clinic services and skincare products
- Support client retention and rebooking
- Build relationships with our clients and local community
- Assist with events, partnerships and promotional initiatives
- Look for new opportunities to bring clients into the clinic




- Help create an exceptional experience that turns first-time clients into long-term clients

What We're Looking For

- Previous experience in medical aesthetics, skincare, beauty, wellness, hospitality or a client-focused clinic environment is strongly preferred
- Strong knowledge and genuine interest in skincare and aesthetic treatments
- Experience with Mindbody is strongly preferred
- Proficient with Canva, Instagram and TikTok
- Comfortable creating, filming and editing social media content
- Exceptional customer service and communication skills
- Excellent time management and ability to prioritize
- Extremely organized and detail-oriented
- Professional, polished and reliable
- Confident speaking with clients in person, over the phone and through email/text
- Comfortable discussing services and retail skincare products
- Strong sales and client-conversion skills without being pushy
- Able to multitask in a busy clinic environment
- Comfortable taking initiative and making appropriate day-to-day decisions
- Able to work independently with minimal supervision
- Able to anticipate what needs to be done rather than waiting for instructions
- Comfortable receiving feedback and continuously improving
- Team-oriented and willing to help wherever needed

The Person We're Looking For

You are the type of person who walks into the clinic and immediately notices the phone needs answering, a client needs to be greeted, an appointment opening needs to be filled, inventory is getting low, a treatment room needs attention, an Instagram message needs a response and there is an opportunity to capture content — and you know how to prioritize it all.

You genuinely enjoy people, remember clients, build relationships and make people feel taken care of.

Pay: $19.00-$21.00 per hour

Expected hours: 30.0 – 40.0 per week

Work Location: In person

📌 Clinic Administrator & Client Concierge / Social Media Coordinator (East York)
🏢 The Cosmetic Haus
📍 East York