Receptionist / Front Office Executive

Roles and ResponsibilitiesA. Front Office Management

• Welcome customers and visitors warmly and professionally.
• Attend incoming telephone calls and respond to customer enquiries.
• Provide information about the clinic's services, treatments, packages, and membership plans.
• Schedule and manage appointments for doctors and therapists.
• Maintain customer records and appointment registers accurately.
• Ensure the reception area is clean, organized, and presentable at all times.

B. Sales and Customer Relationship Management

• Explain available Ayurvedic treatments, wellness packages, and membership plans to customers.
• Convert customer enquiries into appointments and sales.
• Follow up with prospective customers and existing clients through telephone calls and approved communication channels.
• Encourage repeat visits and renewals through effective customer relationship management.
• Inform customers about ongoing promotional offers and treatment packages approved by management.
• Work towards achieving the sales targets assigned by the management.

C. Billing and Cash Management

• Generate bills and invoices through the company's authorized billing software.
• Collect payments from customers through approved payment methods.
• Issue receipts for all transactions and maintain accurate payment records.
• Ensure that all billing and sales transactions are recorded in the company's software.
• Deposit cash collections within the stipulated time and follow the company's cash-handling procedures.
• Coordinate with the Accounts Department regarding billing discrepancies and payment-related issues.

D. Coordination and Administration

• Coordinate with doctors, therapists, and the Branch Manager to ensure smooth clinic operations.
• Maintain customer feedback, enquiry records, and daily sales reports.
• Submit daily sales and operational reports to the reporting authority.
• Maintain confidentiality of customer information and company records.
• Ensure that customer consent forms and other required documents are completed before treatment, as applicable.
• Assist the Branch Manager with daily administrative activities.

E. Discipline and Compliance

• Report to duty on time and follow the prescribed attendance and dress code policies.
• Ensure that the reception desk is attended throughout working hours.
• Follow company policies, procedures, and instructions issued by management.
• Maintain professional behaviour and communicate politely with customers and colleagues.
• Obtain the necessary approvals before offering discounts or making commitments to customers.
• Avoid unauthorized discounts, billing irregularities, and deviations from company procedures.
• 3. Educational QualificationsMinimum PUC / 12th Pass; graduates are preferred.
• Candidates with a diploma or degree in Business Administration, Commerce, or a related field may also apply.
• 4. Experience1–3 years of experience in reception, front office, customer service, or sales is preferred.
• Experience in hospitals, clinics, Ayurvedic centres, wellness centres, or the healthcare industry will be an added advantage.
• Freshers with good communication and customer-handling skills may also be considered.
• 5. Skills and CompetenciesGood communication and interpersonal skills.
• Strong customer service and sales abilities.
• Basic computer knowledge and proficiency in MS Office.
• Ability to handle billing software and maintain accurate records.
• Good telephone etiquette and customer follow-up skills.
• Ability to handle multiple tasks efficiently.
• Positive attitude, punctuality, honesty, and a professional approach.
• Knowledge of Kannada, English, and Hindi or Malayalam will be an added advantage, depending on the branch's requirements.

6. Performance ExpectationsThe employee will be evaluated based on:

• Achievement of assigned sales targets.
• Conversion of customer enquiries into appointments and sales.
• Customer satisfaction and quality of service.
• Accuracy of billing and cash handling.
• Timely submission of daily reports.
• Attendance, punctuality, discipline, and adherence to company policies.

Timings : 7.00 am to 4.00 pm or 8.00 am to 5.00 pm - Weekly Off : TUESDAYS