Receptionist & Office Coordinator
Top Benefits
About the role
Location:
Our clinic is located at St. Clair & Oakwood in Toronto, a vibrant, accessible area with nearby shops, cafes, and transit options. The neighbourhood offers a welcoming, community-focused atmosphere that complements the luxury and care we provide inside the clinic.
About Us & Philosophy:
At Dr Andrea Cosmetic MD we provide a luxury med spa experience focused on conservative, natural results. Dr. Andrea and her aestheticians partner with each patient to ensure they feel confident and cared for. Our team creates an atmosphere that is welcoming, sophisticated, and patient-centred, where every touchpoint reflects the quality and care our patients expect.
Role Overview:
We are seeking a gracious, organized, and proactive Receptionist & Office Coordinator to join our fast-paced clinic. You will be the first point of contact for patients, ensuring a seamless, elevated experience from the moment they arrive. This role blends front-desk excellence, clinic upkeep, inventory management, marketing support, and sales assistance, offering a varied and engaging workday. The ideal candidate thrives in a dynamic, patient-focused environment, is technically savvy, and remains calm, polished, and professional under pressure.
Key Responsibilities:
- Create a welcoming first impression by greeting patients warmly and managing front-desk interactions with professionalism.
- Manage appointments and patient records to ensure smooth, seamless scheduling and an exceptional patient experience.
- Handle payments and maintain accurate financial documentation with discretion and efficiency.
- Maintain clinic appearance by keeping treatment rooms, reception, and common areas pristine.
- Oversee inventory and product management, ensuring stock levels are optimal and products are beautifully presented.
- Opportunity to collaborate with our social media manager by capturing in-office content, assisting with posting and engagement, and helping bring our brand to life online. There is also potential to expand your involvement into e-newsletters and other marketing touchpoints based on your interests and skills.
- Assist with retail sales, offering product recommendations that enhance the patient experience and support their cosmetic goals.
Qualifications & Skills:
- Strong customer service background; spa, medical, or luxury retail experience is an asset.
- Exceptional communication, organizational, and multitasking abilities.
- Dependable, detail-oriented, and consistently presents a polished, professional image.
- Technically savvy and quick to learn new systems; comfortable navigating multiple digital platforms.
- Experience with social media and email marketing is a plus.
- Sales experience is an advantage.
Tools & Systems we use:
- Jane App (scheduling & clinic management)
- Google Suite (Docs, Sheets, Gmail)
- VOIP Phone system (phone & SMS communications)
- Facebook, Instagram & TikTok (social media)
- ActiveCampaign (email marketing)
- Notion (for documentation and task tracking)
- 1Password (for credential management)
Personality / Soft Skills:
- Calm, composed, and professional under pressure.
- Warm, welcoming, and genuinely patient-focused.
- Passionate about wellness, beauty, and luxury service.
- Proactive, adaptable, and able to thrive in a fast-paced environment.
Schedule & Compensation:
- Full-time, Monday - Friday, 9:00 am to 5:30 pm (30-minute paid break).
- Compensation: $35 per hour
- Additional perks: parking spot included, complimentary cosmetic and spa treatments (value of $2000 per year)
- 10 days paid vacation per year (or 4% vacation pay) + 9 paid stat holidays per year
- 5 paid sick days per year
About Our Office / Team Culture:
We are a small, close-knit team where collaboration and communication are key. Everyone contributes ideas, and we encourage team members to take initiative and help implement improvements to make the clinic run smoothly and enhance the patient experience. To ensure a comfortable environment for both patients and staff, we maintain a scent-free office. The receptionist is asked to wear all-black business casual attire to maintain a professional appearance.
Hiring Process
Step 1 – Application
Please send an email to hiring@doctorandrea.ca
introducing yourself and explaining why you’d be a great fit for this role.
We are particularly interested in learning about how your experience aligns with creating a warm, welcoming environment for patients.
Email Instructions:
-
Subject line:
“Dr Andrea – Receptionist & Office Coordinator Application”
Include in your email:
-
Your resume
and brief introduction
-
A video response
(instructions below)
-
A written email response
(instructions below)
Video Response ( Loom.com )
Please sign up for a free account with Loom.com and record a short video of yourself and your screen.
Before recording :
Create a Google sheet with 10 products (e.g., Product 1 to Product 10) and assign made-up prices.
In the video: Explain step by step how to sort the products by price, from highest to lowest. Be sure to explain the steps clearly as you do them.
To share the video, paste the link in the email.
Written Email Response
Imagine this scenario: Yesterday, we were running late. Today, a patient named Barbara emails you saying:
"I arrived on time for my appointment today but still waited 20 minutes before being seen. I was frustrated and felt my time wasn’t respected."
Please reply to Barbara in a mock email.
Step 2 – Zoom Interview
Successful candidates will be invited to a Zoom call to discuss your experience, your approach to patient service, and how you thrive in a fast-paced environment.
Step 3 – In-Person Interview
Final candidates will be invited to meet
Dr. Andrea in person at the clinic for a final interview. During this session, you will be asked questions and presented with scenarios to assess your approach to patient service, problem-solving, and front-desk coordination.
We look forward to receiving your application and learning more about you!
About DR ANDREA COSMETIC MD
Receptionist & Office Coordinator
Top Benefits
About the role
Location:
Our clinic is located at St. Clair & Oakwood in Toronto, a vibrant, accessible area with nearby shops, cafes, and transit options. The neighbourhood offers a welcoming, community-focused atmosphere that complements the luxury and care we provide inside the clinic.
About Us & Philosophy:
At Dr Andrea Cosmetic MD we provide a luxury med spa experience focused on conservative, natural results. Dr. Andrea and her aestheticians partner with each patient to ensure they feel confident and cared for. Our team creates an atmosphere that is welcoming, sophisticated, and patient-centred, where every touchpoint reflects the quality and care our patients expect.
Role Overview:
We are seeking a gracious, organized, and proactive Receptionist & Office Coordinator to join our fast-paced clinic. You will be the first point of contact for patients, ensuring a seamless, elevated experience from the moment they arrive. This role blends front-desk excellence, clinic upkeep, inventory management, marketing support, and sales assistance, offering a varied and engaging workday. The ideal candidate thrives in a dynamic, patient-focused environment, is technically savvy, and remains calm, polished, and professional under pressure.
Key Responsibilities:
- Create a welcoming first impression by greeting patients warmly and managing front-desk interactions with professionalism.
- Manage appointments and patient records to ensure smooth, seamless scheduling and an exceptional patient experience.
- Handle payments and maintain accurate financial documentation with discretion and efficiency.
- Maintain clinic appearance by keeping treatment rooms, reception, and common areas pristine.
- Oversee inventory and product management, ensuring stock levels are optimal and products are beautifully presented.
- Opportunity to collaborate with our social media manager by capturing in-office content, assisting with posting and engagement, and helping bring our brand to life online. There is also potential to expand your involvement into e-newsletters and other marketing touchpoints based on your interests and skills.
- Assist with retail sales, offering product recommendations that enhance the patient experience and support their cosmetic goals.
Qualifications & Skills:
- Strong customer service background; spa, medical, or luxury retail experience is an asset.
- Exceptional communication, organizational, and multitasking abilities.
- Dependable, detail-oriented, and consistently presents a polished, professional image.
- Technically savvy and quick to learn new systems; comfortable navigating multiple digital platforms.
- Experience with social media and email marketing is a plus.
- Sales experience is an advantage.
Tools & Systems we use:
- Jane App (scheduling & clinic management)
- Google Suite (Docs, Sheets, Gmail)
- VOIP Phone system (phone & SMS communications)
- Facebook, Instagram & TikTok (social media)
- ActiveCampaign (email marketing)
- Notion (for documentation and task tracking)
- 1Password (for credential management)
Personality / Soft Skills:
- Calm, composed, and professional under pressure.
- Warm, welcoming, and genuinely patient-focused.
- Passionate about wellness, beauty, and luxury service.
- Proactive, adaptable, and able to thrive in a fast-paced environment.
Schedule & Compensation:
- Full-time, Monday - Friday, 9:00 am to 5:30 pm (30-minute paid break).
- Compensation: $35 per hour
- Additional perks: parking spot included, complimentary cosmetic and spa treatments (value of $2000 per year)
- 10 days paid vacation per year (or 4% vacation pay) + 9 paid stat holidays per year
- 5 paid sick days per year
About Our Office / Team Culture:
We are a small, close-knit team where collaboration and communication are key. Everyone contributes ideas, and we encourage team members to take initiative and help implement improvements to make the clinic run smoothly and enhance the patient experience. To ensure a comfortable environment for both patients and staff, we maintain a scent-free office. The receptionist is asked to wear all-black business casual attire to maintain a professional appearance.
Hiring Process
Step 1 – Application
Please send an email to hiring@doctorandrea.ca
introducing yourself and explaining why you’d be a great fit for this role.
We are particularly interested in learning about how your experience aligns with creating a warm, welcoming environment for patients.
Email Instructions:
-
Subject line:
“Dr Andrea – Receptionist & Office Coordinator Application”
Include in your email:
-
Your resume
and brief introduction
-
A video response
(instructions below)
-
A written email response
(instructions below)
Video Response ( Loom.com )
Please sign up for a free account with Loom.com and record a short video of yourself and your screen.
Before recording :
Create a Google sheet with 10 products (e.g., Product 1 to Product 10) and assign made-up prices.
In the video: Explain step by step how to sort the products by price, from highest to lowest. Be sure to explain the steps clearly as you do them.
To share the video, paste the link in the email.
Written Email Response
Imagine this scenario: Yesterday, we were running late. Today, a patient named Barbara emails you saying:
"I arrived on time for my appointment today but still waited 20 minutes before being seen. I was frustrated and felt my time wasn’t respected."
Please reply to Barbara in a mock email.
Step 2 – Zoom Interview
Successful candidates will be invited to a Zoom call to discuss your experience, your approach to patient service, and how you thrive in a fast-paced environment.
Step 3 – In-Person Interview
Final candidates will be invited to meet
Dr. Andrea in person at the clinic for a final interview. During this session, you will be asked questions and presented with scenarios to assess your approach to patient service, problem-solving, and front-desk coordination.
We look forward to receiving your application and learning more about you!