Medical Administrator (Luxury Client Engagement & Service Promotion)

Job Title: Medical Administrator with Luxury Client Engagement & Service Promotion Focus

Location: Scarborough and Vaughan clinics (Candidates that can cover for more than two locations will be give priority)

• **Job holder MUST be available to work at the two sites according to business needs. This is mandatory. Job holder MUST also have access to reliable means to commute***

Company Overview:

A leading luxury laser and vision care clinic in the Greater Toronto Area is seeking a highly motivated and sales-oriented Medical Administrator/Receptionist to join our professional team. Known for offering advanced aesthetic laser treatments and vision care services, we pride ourselves on delivering exceptional results combined with a luxury client experience.

Position Overview:

This is a unique opportunity for a service-driven, sales-focused administrator who enjoys both client-facing interaction and revenue growth responsibilities. As the first point of contact for our valued clients, you will play a critical role in creating a welcoming, upscale experience — while also driving increased bookings through proactive outreach, upselling treatments, and promoting seasonal offers and premium packages.

The ideal candidate will have a background in luxury retail, spa, medical aesthetics, or hospitality, with strong sales instincts and the ability to confidently guide clients toward enhanced treatments and services.

Key Responsibilities:

Luxury Client Experience & Front Desk Management

• Welcome every patient and client with warmth, professionalism, and attentiveness, creating a luxury experience from the first moment.
• Educate clients on available treatments, premium packages, and exclusive promotions to help them make the most of their visit.
• Answer phone calls, emails, and in-person inquiries with exceptional professionalism, product knowledge, and attention to detail.
• Ensure the reception area and waiting lounge always reflect the clinic’s high-end image.

Client Outreach & Booking Enhancement (Sales-Oriented Focus)

• Proactively call existing and potential clients to highlight new services, introduce promotions, and encourage additional bookings.
• Follow up with clients after appointments to recommend next steps and future treatments.
• Identify opportunities to upsell complementary services (e.g., combining laser treatments with skin rejuvenation or maintenance packages).
• Track all outreach and booking activities to monitor conversion rates and contribute directly to clinic revenue goals.
• Collaborate with internal teams to align client outreach with marketing campaigns and promotions.

Administrative & Scheduling Duties

• Efficiently manage the appointment schedule for multiple providers using OSCAR EMR (or similar system), ensuring a well-coordinated patient flow.
• Maintain accurate and complete patient records, including all required documentation, consent forms, and treatment notes.
• Manage product and supply inventory, ensuring timely replenishment of both medical and luxury skincare products.
• Prepare and send referral letters and communicate with external healthcare providers when required.
• Support across different clinic functions, including diagnostic testing, client intake, and post-treatment care, as needed.

Compliance & Confidentiality

• Maintain strict confidentiality regarding all client information in line with HIPAA and internal policies.
• Follow all clinic policies, procedures, and professional standards to ensure consistency and quality of service.

Qualifications

• Fluent in English with excellent communication skills, both verbal and written.
• Bachelor’s degree, 2-year diploma, or equivalent combination of education and experience.
• Minimum 2 years of sales-driven experience in luxury retail, medical aesthetics, spa services, or high-end hospitality.
• Demonstrated success in client outreach, proactive booking, and upselling treatments or products.
• Experience working in a medical or aesthetic clinic environment is a strong asset.
• Proficiency with OSCAR EMR is preferred.
• Professional, polished appearance suitable for a luxury environment.
• Exceptional organizational skills and attention to detail, with the ability to manage multiple responsibilities in a fast-paced setting.
• Confident, proactive, and comfortable initiating service and treatment recommendations to clients.
• Availability to work flexible hours, including evenings and weekends, to meet business needs.
• MUST be able to work at our Vaughan, Brampton, and Scarborough clinics, this is mandatory.
• MUST have access to reliable means of commute.

Compensation and Benefits:

• Hourly Wage Range: $17.60 to $22.00 CAD per hour, matching based on candidate profile.
• Additional pay: Overtime pay
• Benefits:
• Dental care
• Extended health care
• Life insurance
• Paid time off
• Vision care

Work Environment

• In-person position at luxury laser clinics located in Brampton, Etobicoke and Vaughan.

Expected Start Date:

As soon as possible

Artificial Intelligence (AI) Usage

The company does not utilize AI during the hiring process.

Vacancy Status

There is an existing vacancy for this role.

UVG is an equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive environment for all.

This Job Description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all reasonable duties of the job as assigned by their supervisor or Company. Job duties and the percentage of time identified for any functions (where applicable) are subject to change by the employer at any time.

Job Type: Full-time

Pay: $17.60-$22.00 per hour

Benefits

• Dental care
• Extended health care
• Life insurance
• On-site parking

Ability to commute/relocate:

• Greater Toronto Area, ON: reliably commute or plan to relocate before starting work (preferred)

Application question(s):

• Are you aware that this job requires you to work at our Vaughan AND Scarborough locations?

Work Location: In person