Receptionist/Office Manager

Job Summary:

We are seeking a highly organized, detail-oriented, and customer-focused Office Manager to oversee the day-to-day operations of our medical spa. The ideal candidate will have strong leadership skills, a passion for exceptional customer service, and a deep understanding of administrative tasks and medical office protocols. As the Med Spa Office Manager, you will be responsible for ensuring smooth operations, managing staff, maintaining inventory, and delivering outstanding patient experiences.

Key Responsibilities:

Office Management:

• Oversee daily operations of the spa, ensuring a seamless flow of services.

• Manage appointment scheduling, patient intake, and client flow to minimize wait times.

• Maintain cleanliness, organization, and overall ambiance of the spa.

• Implement and enforce office policies and procedures.

Financial & Administrative Duties:

• Handle financial transactions, including billing, invoicing, and ensuring accurate patient records.

• Manage inventory of spa products, equipment, and supplies, placing orders as necessary.

• Track expenses, monitor budgets, and assist with financial reporting.

• Oversee patient insurance inquiries.

Customer Service & Client Relations:

• Greet clients in a professional, friendly manner, ensuring a welcoming experience.

• Address patient inquiries, resolve complaints, and manage customer satisfaction.

• Follow up with clients after treatments to ensure satisfaction and encourage repeat business.

• Ensure all clients receive a high standard of care, providing a premium experience at every visit.

Marketing & Promotion:

• Assist with marketing efforts, including social media posts, promotional campaigns, and events.

• Work with management to increase client retention and attract new clients.

• Maintain and update client contact lists for promotional purposes.

Compliance & Safety:

• Ensure the spa operates in compliance with state and federal regulations, including health and safety guidelines.

• Maintain confidentiality of patient records and sensitive information in accordance with HIPAA laws.

• Ensure proper sanitation practices are followed by all staff to meet industry standards.

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in business administration, healthcare management, or related field preferred.

• Proven experience as an office manager, preferably in a medical or spa setting.

• Strong leadership and communication skills.

• Exceptional organizational abilities and attention to detail.

• Ability to multitask and work in a fast-paced environment.

• Proficiency in office software (Microsoft Office, scheduling systems, etc.).

• Knowledge of medical spa services and treatments is a plus.

• Strong interpersonal skills and a passion for customer service.

Physical Requirements:

• Ability to stand for extended periods and lift light to moderate objects as needed.

• Comfortable working in a spa environment with exposure to chemicals, treatments, and procedures.

This position offers an exciting opportunity to join a growing, dynamic team in a rapidly expanding industry. If you are passionate about wellness, beauty, and providing exceptional customer service, we encourage you to apply!

Job Types: Full-time, Part-time

Pay: $20.00 - $25.00 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k)
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $20 - $25