Office Manager - Medical Spa

Overview
We are seeking a highly organized, personable, and motivated Office Manager to join our dynamic team at a premier medical spa offering a range of aesthetic and wellness treatments. The Office Manager will play a crucial role in ensuring the smooth and efficient operation of our clinic, providing excellent customer service, overseeing administrative functions, and supporting our clinical team. The ideal candidate will have a passion for health and wellness, exceptional organizational skills, and the ability to multitask in a fast-paced environment.

Key Responsibilities:

• Front Desk Operations:
• Greet and welcome patients in a warm and professional manner.
• Schedule patient appointments, ensuring efficient use of time and resources.
• Answer phone calls, respond to emails, and manage inquiries related to treatments, services, and general information.
• Maintain accurate patient records and update them as needed.
• Administrative Support:
• Oversee patient check-in and check-out processes, ensuring smooth transitions.
• Handle billing, administration of patient loyalty programs, and payments.
• Ensure the clinic’s compliance with relevant health and safety regulations.
• Manage inventory for office supplies and medical products.
• Team Coordination:
• Act as a liaison between administrative and medical staff to ensure effective communication and coordination.
• Assist with staff scheduling to ensure adequate coverage.
• Train and supervise office staff, including front desk assistants and administrative personnel.
• Customer Service:
• Address and resolve patient concerns or complaints promptly and professionally.
• Ensure a high level of patient satisfaction, fostering a positive experience for each individual.
• Clinic Operations:
• Monitor the clinic's cleanliness and orderliness, ensuring a welcoming environment for patients.
• Assist in the management of marketing efforts, including coordinating promotional events and social media engagement.
• Prepare and maintain office paperwork, including reports and correspondence.
• Financial Management:
• Assist with budgeting and managing expenses for office supplies, equipment, and staff.
• Ensure accurate and timely processing of invoices and payments.

Qualifications:

• Previous experience as an office manager, medical office administrator, or in a similar role, preferably in a medical spa or healthcare environment.
• Strong knowledge of medical spa services, including aesthetic treatments, is a plus.
• Excellent communication skills, both verbal and written.
• Strong organizational and multitasking abilities.
• Ability to maintain a high level of professionalism and confidentiality.
• Proficiency with office software (Microsoft Office Suite, Google Workspace) and familiarity with practice management systems (such as Mindbody or similar).
• High school diploma required; associate's or bachelor's degree in healthcare management or related field is highly preferred.

Physical Requirements:

• Ability to sit, stand, and walk for extended periods.
• Occasional lifting of up to 25 pounds.
• Must be able to work flexible hours, including evenings or weekends as needed.

Benefits:

• Competitive salary (flexible based on experience)
• Employee discounts on services and treatments
• Opportunities for career growth and development

If you are passionate about wellness, patient care, and creating a positive clinic environment, we would love to hear from you! Apply today to join our dedicated team!

Job Type: Full-time

Pay: $55,000.00 - $65,000.00 per year

Benefits:

• Paid time off

Work Location: In person

Salary : $55,000 - $65,000