Front Office Associate at Summit Recruitment and search

Application Ends: April 24, 2023
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Job Description

Key Responsibilities:

Client Handling

  • Receive and conclude all client visits while ensuring that client experience is met.
  • Capture all client details on the phone such as phone number and full names on booking the client.
  • Ensure that all clients fill in an indemnity form before being attended to by therapists.
  • Organize and book all client appointments using the booking software.
  • Ensure that all clients fill in an indemnity form before being attended to by therapists Ensure all bookings are done accurately with no double-booking cases.
  • Ensure service billing is done and clients pay either before or after treatments without exception.
  • Issue and record all gift vouchers.
  • Issue branded receipts to clients and ensure that clients must leave with their receipts.
  • Assist in other areas such as getting refreshments for the client, making sure that reception is always tidy and clean.


  • Handle all incoming calls and in a professional and courteous manner.
  • Coordinate and communicate all bookings and cancellations in good time to the therapists to allow timely service preparations.
  • Communicate weekly offers and new products/services to clients.

Front Office

  • Ensure all licenses are available and current.
  • Always maintain a clean and organized front desk.
  • Communicate to all clients any promotions, product/treatment launches, discounts, or service changes.
  • Inform management or the branch manager of any peculiar client/local authority visitations in good time.
  • Observe all requirements as per the service level agreement.


  • Manage product sales and update stock appropriately on the company’s integrated booking system
  • Update daily sales reports, including coffee shop sales, in Excel or as may be required to facilitate accountability to management.
  • To bring to the immediate attention of management any issues arising from a client including any complaints, suggestions or recommendations made by the clients.
  • Escalate inappropriate actions or comments experienced while executing duty
  • To receive and document payments accurately through the software and updating the daily report with modes of transaction used (cash, M-pesa, credit card).


  • Degree or Diploma in hospitality, front office, communication, or related field
  • You are required to have excellent computer skills- MS Office
  • You are always required to be honest and trustworthy and not to get distracted or intimated by third parties
  • Experience handling multicultural clientele is required
  • Excellent work ethics, professionalism, phone etiquette and communication skills.
  • Always look presentable and smartly dressed
  • High level of organization, multitasking and timeliness
  • Experience working in a busy and fast-paced environment is highly preferred