What are the responsibilities and job description for the Aesthetic Office Manager position at Saving Face?
The Role at Saving Face -- High Level Description:
A critically important role to provide assistance for Brooke, Jason and the SF Team
supporting company daily operations, people, admin functions and overall growth
goals. Wearing many hats and lifting tasks and fundamental responsibility off Brooke,
Jason and other leaders.
Core Areas of Focus and Responsibility: Including but Not Limited To
1. Working with daily with Founders and Leaders on a wide range of tasks that are
across the organization and should not be handled by leadership
2. Take on a specific list of Admin functions that will be outlined by leadership in the
first 30 days of employment. Including scheduling, client reception, internal
communications, office supplies, inventory tracking, etc.
3. Handle inbound email and calls from Clients and vendors
4. Keep company updates and ads for outbound communication in order
5. Support the recruiting and onboarding details for new hires
6. PR and Awareness readiness as we gain access to growth funds, etc.
7. Support with Founders for prep, tracking and actions from the Wednesday
8. Weekly Team Call and Meeting
9. Collecting key info for reporting on progress
10. Implementing based on direction from Founders- SOPs across the org
Reports To: Paula Salazar
Examples of Key Actions, Systems, Skills that are Ideal for Total Success in this Role:( not all may be appropriate or needed at all times and may not be priority )
-MSFT Office- all products
-Reporting basic tools
-Excellent written and verbal communication skills
-Organization guru and multitask comfort level
-Documentation familiarity
-Resolution for internal issues, and follow Up Actions with leadership
-Communications with Fractional Partners
-Receive and reconcile purchase orders with packing slips and invoices.
-Track low stock alerts and coordinate timely reorders.
-Monitor expiration dates (especially for injectables) and flag for promotion or
provider use.
-Organize and label new inventory for accurate system entry.
-Maintain monthly communication with vendors regarding current or upcoming
promotions and negotiate any value-add offers.
-Track contract terms and follow up on any rebates or perks.
-Schedule weekly lunches with vendors
-Review and clean out any open invoices, ensuring timely payment or dispute
resolution.
-Delete outdated or unused drafts in systems drafts
-Ensure all memberships are assigned to admin staff rather than providers to allow
continuity during provider transitions.
-Audit memberships for accuracy, expired cards, or paused accounts.
-Troubleshoot Aesthetic Record (AR) issues, escalating to support if needed.
-Monitor and implement any AR updates or feature releases; communicate
changes to the team via Slack and update SOPs if needed.
-Act as the liaison between admin, providers, and leadership, ensuring all
operational concerns are addressed promptly.
-Support onboarding of new staff with systems training and operational orientation.
-Keep Slack, shared drives, and documentation in Coda.io well-organized and
free of clutter (archiving old messages, organizing files.
Additional Notes About this Role:This is a highly important role for SF to support many areas that need attention to allow
the Founders to work more strategically as the company prepares for the next level.
Note: there is a lot here in this JD and in no way is the intention that every function and
action needed in this role will be needed every day. It is based on the need and
demand of the business and Leaders.
It is a role that is the GLUE that keeps the company and team moving on all cylinders.
The Saving Face Way
Our Approach to Patient Connection, Provider Mindset, and Exceptional Care
Why, How, What: The Foundation of Saving Face
WHY: To elevate mind, body, and spirit.
HOW: Through relationships, hospitality, and precision.
WHAT: Medical, Aesthetics, and Longevity Services.
Purpose, Vision, Mission
OUR PURPOSE: To elevate people’s mind, body, and spirit.
VISION: We believe in a world where people can live beautiful longer.
MISSION: We help people look and feel their best so they can live beautiful longer.
Supportive Verbiage
Saving Face is all about elevating your mind, body, and spirit. We help create beauty from the
inside out through our medical, aesthetic, and longevity services. We believe that when people
look and feel their best in mind, body, and spirit, they elevate themselves and those around
them, making our world a better place. We believe in a world where people can live beautiful
lives longer.
Our PURE HEARTS Values
These values shape everything we do and guide us in delivering remarkable experiences every
day:
Preventive: We practice preventive healthcare to improve patient well-being.
Understanding: We listen with the intent to understand.
Relational: We’re in the business of relationships; results come naturally when patients feel
connected and supported. Connection is our superpower.Enthusiastic: Our love for what we do shows up daily as we bring excitement and dedication
to every patient experience.
Hospitality: We exceed expectations, creating an environment where every patient feels
welcomed and valued.
Empower: We empower clients and each other, fostering a culture of encouragement and
self-confidence.
Authentic: We bring our best selves to work each day, showing up honestly for both clients and
colleagues.
Remarkable: Through precise techniques and exceptional service, we create outcomes that
are truly remarkable.
Trust: “There is nowhere else I’d rather be” is the confidence and trust we build with our
patients, making them feel secure in their journey.
Synergistic: We work harmoniously across departments, embodying a united commitment to the Saving Face Way