Job Description n ALIV Regenerative Wellness | Pune & Mumbai (location-specific) n n About the role n For a clinic serving founders, CEOs, and CXOs, the front desk is not a reception desk — it's the first and most frequent human touchpoint of a premium experience. The clinical work can be world-class, but if the first call, the first WhatsApp reply, or the first walk-in feels like a standard OPD, the brand breaks before the consult begins. n We're hiring a Front Desk & Client Relations Executive who treats every interaction as concierge-grade: warm, polished, discreet, and effortless. You'll own the client's experience from first contact through every visit — booking, welcoming, coordinating, following up, and quietly making sure nothing falls through the cracks. n This is a frontline role with real ownership. You are not taking messages. You are holding the relationship. n n Reporting & team n n Reports to: Location Lead / Operations n Works alongside: Physicians, nursing team, marketing (lead handoff), data/operations n Stakeholders: Clients and their families, clinical team, founder n n Core responsibilities n 1. First impressions & client welcome n n Be the face and voice of ALIV — in person, on phone, on WhatsApp, and over email n Welcome clients warmly on arrival; manage a calm, premium, unhurried front-of-house experience n Read the room: know when a client wants conversation and when they want efficiency n Maintain the physical space to a premium standard — ambiance, refreshments, cleanliness, calm n n 2. Scheduling & calendar management n n Own appointment scheduling and the clinic calendar (Google Calendar) n Coordinate physician, nurse, and room availability across the day with zero double-booking n Manage rescheduling, cancellations, and waitlists smoothly n Send timely, well-written reminders and consult-prep instructions n n 3.



Inquiry handling & consult conversion n n Be the first responder to inbound inquiries (calls, WhatsApp, DMs handed off from marketing) n Answer general, non-clinical questions about services, process, location, and what to expect n Convert qualified inquiries into booked consultations — warmly, never pushily n Capture lead details accurately into the CRM and route clinical questions to the right person n n 4. Client relations & retention n n Own the relationship layer: follow-ups after consults, check-ins during protocols, gentle reactivation n Anticipate needs — remember preferences, names, context (especially in dual-customer situations where the person paying isn't always the person being treated) n Handle concerns and complaints with composure; escalate the right ones to the right people n Be the client's trusted, friendly point of contact throughout their journey n n 5. Front desk operations n n Manage check-in / check-out flow n Process payments and issue receipts/invoices accurately n Maintain organised, confidential client records and documentation n Coordinate consumables, samples, and front-desk inventory with the clinical/ops team n n 6. Coordination & handoffs n n Be the connective tissue between client, clinical team, and operations n Ensure consent forms are signed and filed before applicable procedures n Brief the clinical team on incoming clients and any context that helps the visit go smoothly n Coordinate across locations when a client is seen in more than one city n n Required qualifications n n 2–4 years in front desk,



reception, client relations, or guest experience — ideally in a clinic, hospital, premium hospitality (hotels), luxury retail, or concierge setting n Excellent spoken and written English , plus Hindi and/or Marathi (location-dependent) n Solid phone and written etiquette — clear, warm, professional, typo-free n Comfort with scheduling tools, basic CRM, and Google Workspace / MS Office n A genuine service orientation — you like making people feel looked after n n Preferred qualifications n n Background in premium hospitality, luxury services, or concierge medicine — settings where the experience bar is high and the clientele is discerning n Prior experience in a clinic, wellness centre, or healthcare front desk n Familiarity with CRM and booking/payment systems n Additional languages a plus n n Who this role is for n Mindset more than CV. This matters more than the resume: n n You understand that a CXO's time is their scarcest asset, and you protect it — fast, accurate, no friction n You're warm without being familiar, polished without being stiff, and discreet by instinct n You're unflappable. A double-booking, an upset client, a VIP walking in unannounced — you handle it without the client ever seeing you sweat n You're discreet with sensitive information by default. High-profile clients trust you because you never discuss one client with another, ever n You take ownership of the small things — the follow-up that didn't happen, the reminder that didn't send, the detail someone forgot. You catch them n You're a team player who makes the doctors' and nurses' jobs easier, not harder n You know the line: you never give medical advice, never interpret results, never promise outcomes — you route every clinical question to the clinical team, warmly and immediately n

📌 Guest Relations Executive (Pune)
🏢 ALIV - Regenerative Wellness
📍 Pune