Receptionist - Aesthetic & Wellness Clinic

Role Overview

Our client, a respected aesthetic and wellness clinic in Nairobi's Muthaiga neighbourhood, is seeking a polished and personable Receptionist to be the first point of contact for every guest who walks through the door. In this role, you will shape the overall client experience from arrival to departure, seamlessly managing the front office so that clinicians and therapists can focus on delivering care. Your day-to-day work will combine hospitality, organisation, and discreet professionalism in a fast-paced, client-centred environment where first impressions truly matter.

Key Responsibilities

• Greet every client and visitor warmly, professionally handling check-ins, directing them to the appropriate consultant, and ensuring they feel comfortable while waiting.
• Manage the clinic’s appointment schedule with precision, including booking new consultations, confirming upcoming visits, and rescheduling sessions when clients need changes.
• Respond promptly to inbound enquiries across phone calls, WhatsApp, and other digital messaging channels with accurate information about treatments, pricing, and availability.
• Maintain meticulous client records and appointment logs, making sure all details are current, easy to retrieve, and handled with complete confidentiality.
• Coordinate the flow of clients between waiting areas and treatment rooms so that appointments stay on time and operations run without avoidable delays.
• Process payments, issue receipts, and perform basic administrative tasks such as filing and updating daily registers where required.
• Proactively follow up with clients after consultations or missed appointments to encourage rebooking and strengthen long-term engagement.
• Support the wider customer service and retention efforts of the clinic by observing interactions, noting client feedback, and reporting any concerns to the management team.

Requirements & Qualifications

• A Certificate or Diploma in Front Office Management, Customer Service, Hospitality, Business Administration, or a closely related field.
• At least one to two years of practical reception experience, ideally within a healthcare, beauty, wellness, or spa environment where client expectations are high.
• Excellent verbal and written communication skills in English and Swahili, with the ability to address diverse clients calmly and respectfully.
• A naturally professional and well-groomed appearance, with a warm, welcoming demeanour that suits a premium clinic setting.
• Solid computer literacy, including familiarity with appointment scheduling software, MS Office tools, and digital record-keeping systems.
• Strong organisational and multitasking abilities, especially when managing simultaneous walk-ins, incoming calls, and online messages during busy periods.
• Proven poise when handling delicate situations, such as late arrivals, sensitive treatment discussions, or clients who need extra patience and reassurance.
• Hands-on experience with WhatsApp Business, Instagram Direct, or comparable digital enquiry platforms is a distinct advantage.