Administrative

Administrative Assistant

Utopia Salon

Phone: (360) 573-4806

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The Admin Assistant at Utopia Salon plays a vital behind-the-scenes role in ensuring the salon runs like a well-oiled machine. From managing reports and client data to coordinating schedules, handling invoices, and assisting with events, and responsible for overseeing all daily operational functions of the salon, ensuring seamless execution of systems, processes, and front desk operations, this role helps translate big ideas into daily action.


The ideal candidate is detail-oriented, organized, tech-savvy, and thrives in a dynamic salon environment where no two days are exactly alike.


Key Responsibilities

Administrative & Clerical Support

  • Manage and organize salon documents, digital files, and operational templates
  • Assist with daily reporting: productivity, KPIs, and stylist goals
  • Update employee schedules, client lists, and service menus as needed
  • Prepare documents, forms, and checklists for meetings and one-on-ones
  • Support payroll preparation by reviewing hours and time-off requests
  • Ensure all systems (Meevo, Trello, QuickBooks, Google Drive) stay current and accurate


Client & Front Desk Support

  • Greet clients warmly when assisting at the front desk; model Utopia’s hospitality standards
  • Step in to support reception as needed during busy times or staff absences
  • Ensure client communications, confirmations, and follow-ups are timely and consistent
  • Help maintain a clean, professional, and welcoming environment
  • Oversee all front desk operations and customer service excellence


Financial & Inventory Administration

  • Reconcile daily sales, tips, and deposits
  • Ensures there is sufficient change in the register and handling bank deposits
  • Record and upload invoices, receipts, and expense reports
  • Track inventory orders, usage, and cost-of-goods data for the Owner.
  • Communicate between the front desk, stylists, and Owner about inventory needs and discrepancies.
  • Coordinate product returns, shipments, and vendor communications


Operations & Systems Coordination

  • Support the Operations Manager in implementing SOPs and checklists
  • Maintain updated procedure documentation across all systems
  • Monitor supply needs for front desk, stylists, and back bar
  • Assist with employee onboarding checklists and new-hire documentation
  • Support compliance tasks (licenses, certificates, safety documentation)


Event & Project Assistance

  • Help coordinate in-salon events, promotions, and community outreach activities
  • Manage RSVP lists, signage, and event materials
  • Track expenses, ROI, and post-event reporting
  • Provide general support during special projects or remodels


Communication & Collaboration

  • Serve as a key support link between the Owner, Operations Manager, and team
  • Serve as liaison between operations and other departments (Education, Service Providers)
  • Communicate updates and changes through Trello, Slack, or internal memos
  • Contribute ideas for improving efficiency and guest experience
  • Maintain a professional, calm demeanor under pressure and during change


Qualifications

Required Skills & Experience

  • 2+ years of administrative, front desk, or customer service experience (preferably in a salon, spa, or boutique business)
  • Strong computer proficiency (Google Workspace, QuickBooks, Meevo or similar POS, Trello)
  • Excellent attention to detail and organizational skills
  • Strong communication and interpersonal abilities
  • Ability to multitask in a fast-paced, team-driven environment


Preferred Skills

  • Experience with data entry and light bookkeeping
  • Experience in the cosmetic, medical esthetics, or beauty industry
  • Social media or Canva design experience
  • Basic knowledge of inventory management and vendor ordering
  • Systematic and detail-oriented approach
    - Problem-solving and critical thinking abilities
    - Effective communication across all levels
    - Ability to manage multiple priorities simultaneously
    - Team leadership and staff development skills
    - Customer service excellence orientation

Core Attributes

  • Reliable, proactive, and accountable
  • Warm, professional, and approachable
  • Excels in organization and follow-through
  • Learns quickly and adapts easily
  • Values teamwork, growth, and the Utopia culture


Working Conditions

  • Full-time, on-site position
  • Must be available during peak salon hours (including some Saturdays and evenings)
  • Occasionally required to assist with events outside of regular hours
  • May need to lift up to 25 lbs (inventory, shipments, etc.)


Growth Path

This position is a stepping stone to future advancement within the Utopia
leadership structure — with potential growth into Salon Coordinator, Operations
Lead, or Assistant Manager roles based on performance, leadership,
and initiative.


*This job description is not intended to be all-inclusive. Employee may perform other
related duties as assigned to meet the ongoing needs of the organization.*


Salary: $19.75 - $22.00