Receptionist / Front Office Executive

Receptionist vacancy at Banashakari, HSR Layout and Brookefield

Timing : 7.00 am to 4.00 pm OR 8.00 am to 5.00 pm

Weekly Off : ONLY ON TUESDAY

Roles and Responsibilities

A. Front Office Management

1. Welcome customers and visitors courteously and professionally.
2. Attend incoming telephone calls, WhatsApp enquiries and customer queries promptly.
3. Schedule appointments for doctors, therapists and other services.
4. Maintain customer records, appointment registers and other required documentation.
5. Ensure that the reception area is clean, organized and presentable at all times.
6. Ensure that the reception desk is never left unattended during working hours.

B. Customer Service

1. Explain the available Ayurvedic treatments, therapies and wellness packages to customers.
2. Guide customers regarding appointments, treatment procedures and package details as authorized by the management.
3. Handle customer complaints and concerns politely and escalate unresolved matters to the Branch Manager.
4. Follow up with existing customers regarding appointments, treatment continuity and feedback.
5. Maintain good customer relationships to encourage repeat visits and referrals.

C. Sales and Business Development

1. Actively promote the branch's Ayurvedic treatments, wellness packages and membership plans.
2. Convert customer enquiries into appointments, consultations and sales.
3. Follow up on leads, prospective customers and pending enquiries through telephone calls and WhatsApp.
4. Explain package prices, discounts and offers accurately in accordance with company policies.
5. Obtain approval from the authorized person for discounts beyond the permitted limit.
6. Work towards achieving the sales targets assigned by the management.
7. Maintain records of enquiries, conversions, follow-ups and lost business.
8. Inform the Branch Manager about sales opportunities and customer feedback.

D. Billing and Cash Management

1. Generate customer bills and receipts through the authorized Ayushman billing software.
2. Collect payments through approved payment methods and issue receipts for all transactions.
3. Maintain accurate records of cash, card, UPI and other payment collections.
4. Ensure that all collections are recorded correctly in the company's software.
5. Deposit sales collections within the stipulated time and follow the company's cash-handling procedures.
6. Report any billing discrepancies, payment issues or cash differences to the Branch Manager immediately.
7. Process refunds only after obtaining the necessary approval and completing the prescribed documentation.

E. Administrative Responsibilities

1. Maintain daily sales reports, customer enquiry records and appointment details.
2. Update customer information and follow-up status in the company software.
3. Prepare and submit daily reports to the Branch Manager as instructed.
4. Coordinate with doctors, therapists and other staff members to ensure smooth customer service.
5. Maintain confidentiality of customer information and company records.
6. Ensure that customer consent forms and other mandatory documents are completed before treatment, as applicable.
7. Assist the Branch Manager with routine administrative and operational activities.

F. Attendance and Discipline

1. Report for duty on time and adhere to the prescribed working hours.
2. Follow the company's attendance, leave and permission policies.
3. Wear the prescribed uniform and maintain a neat, professional appearance.
4. Avoid personal mobile phone usage during working hours, except in emergencies or with permission.
5. Maintain professional conduct and cooperate with colleagues.
6. Follow all instructions, policies and procedures issued by the management.

4. Sales and Performance ExpectationsThe Receptionist is expected to:

• Achieve the sales targets assigned by the management.
• Respond promptly to customer enquiries and follow up consistently.
• Improve enquiry-to-appointment and appointment-to-sale conversion rates.
• Maintain accurate billing and collection records.
• Ensure high standards of customer satisfaction and service quality.
• Submit daily sales and operational reports within the prescribed time.
• Support the Branch Manager in achieving the overall business targets of the branch.