Front Desk Representative

Synergy+ Physical Therapy and Pilates Studio
Job Description
Synergy+ Physical Therapy and Pilates Studio is looking for a pleasant Front Desk Representative to undertake all receptionist and clerical duties at the desk of our main entrance.

The Front Desk Representative will be the “face” of the company for all visitors and will be responsible for the first impression we make. This is a very important job.

The ideal candidate will have a friendly and easy-going personality while also being very perceptive and disciplined. He or she should be able to deal with complaints and give accurate information. A customer-oriented approach is essential. In addition, the candidate will possess a sincere interest in fitness and health in general, and in the Pilates method of fitness and rehabilitation in particular.
The main goals for the Front Desk Representative is to make guests and visitors feel comfortable and valued while on our premises and provide support to our Office Manager.

  • Greet and welcome guests
  • Answer all incoming calls and redirect them or keep messages
  • Manage bookings (private sessions and classes) using our online platforms (Mindbody and Theraoffice)
  • Collect payments/co-pays and enter them in our accounting system
  • Promote and manage our client rewards program
  • Promote/sell our services as needed
  • Reach out to past clients who have not come in a while to get updates and promote our services if needed
  • Ensure that after each session/class clients are booked for their next appointment
  • Answer questions and address complaints
  • Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.)
  • Receive letters, packages etc. and distribute them
  • Prepare outgoing mail by drafting correspondence, securing parcels etc.
  • Check, sort and forward emails
  • Monitor office supplies and place orders when necessary
  • Keep updated records and files
  • Make sure Pilates teachers and physical therapists are on time with their sessions and ready for their next client
  • Take up other duties as assigned (travel arrangements, schedules etc.)
  • Familiarity with office machines (e.g. fax, printer etc.)
  • Knowledge of office management and basic bookkeeping
  • Proficient in English (oral and written)
  • Excellent knowledge of MS Office (especially Excel and Word)
  • Strong communication and people skills
  • Good organizational and multi-tasking abilities
  • Problem-solving skills
  • Customer service orientation
  • High School diploma; additional qualifications will be a plus
  • Telephone Skills, Verbal Communication, Sales, Microsoft Office, Listening, Professionalism, Customer Focus, Organization, Informing Others, Handles Pressure, Supply Management, team player
Contact Information