Medical Spa Office Manager / Practice Manager

Unlimited Earning Potential: Monthly bonus opportunities with no cap—your effort and success directly impact your income!

Hours: Monday - Friday, 9 AM - 4:30 PM (very seldom weekends, work-life balance at its best!)

Reports to: CEO

Weekly Meetings with CEO: Regular check-ins to discuss performance, strategy, and goals—ensuring alignment with the company’s vision and growth.

1. Operational Management

• Daily Operations: Oversee all aspects of daily operations to ensure smooth functionality and a seamless client experience.
• Scheduling: Efficiently manage client appointments, staff schedules, and treatment bookings, optimizing workflows to minimize downtime and maximize productivity.
• Inventory Management: Monitor and maintain an accurate inventory of products (skincare, injectables, equipment, etc.), ensuring adequate stock levels and timely replenishment.
• Facility Maintenance: Ensure the spa remains clean, organized, and well-maintained, adhering to health and safety standards, creating a welcoming environment for clients and staff.

2. Team Management

• Hiring & Training: Recruit, onboard, and train a skilled team, including estheticians, nurses, and administrative staff, to meet the spa’s high standards.
• Team Supervision & Mentorship: Supervise and guide the team, ensuring continuous training on spa protocols, treatment techniques, and customer service excellence.
• Performance Management: Conduct regular performance reviews, set clear goals, and provide constructive feedback to drive individual and team growth.
• Staff Scheduling & Payroll: Manage staff scheduling to meet operational needs and ensure labor costs remain within budget. Oversee time clock management and payroll preparation, including commission calculations and approvals.

3. Client Experience & Customer Service

• Client Relations: Ensure exceptional customer service from the first point of contact through post-appointment follow-up, addressing concerns and feedback promptly.
• Client Education: Educate clients on treatments, products, and aftercare to ensure optimal results and satisfaction.
• Follow-Up & Retention: Oversee client follow-up after treatments to check satisfaction, encourage reviews, and foster long-term relationships.
• Customer Satisfaction: Implement strategies for continuous improvement of customer satisfaction, using surveys, feedback forms, and direct client communication.

4. Compliance & Safety

• Regulatory Compliance: Ensure adherence to all local, state, and federal regulations, including those specific to medical aesthetics (Botox, laser treatments, etc.).
• Health & Safety Standards: Maintain strict hygiene and safety protocols, ensuring sterilization, sanitation, and adherence to OSHA & HIPAA guidelines.
• Licensing & Certifications: Keep all necessary licenses, certifications, and insurance up to date, ensuring compliance with regulatory bodies.
• Insurance Management: Oversee medical spa insurance policies, ensuring coverage is adequate and that risks are mitigated.

5. Treatment & Service Oversight

• Service Quality Control: Monitor and maintain high service standards for all treatments, conducting regular quality control checks and staff reviews.
• Technology & Equipment Maintenance: Ensure all medical equipment (e.g., lasers, injectables) is regularly serviced, calibrated, and in top working condition.
• Service Expansion: Stay informed about emerging treatments and technologies; evaluate and introduce new services that align with the spa’s brand and clientele.
• Client Communication: Create a structured system for follow-up communication, questions, and consultations for injectors and patients.
• Reputation Management: Monitor and respond to reviews on platforms like Yelp and Google to ensure the spa’s online reputation remains stellar.

6. Sales & Revenue Growth

• Sales Strategy: Lead and motivate the sales team to meet or exceed revenue targets for services, products, and packages.
• Upselling & Cross-Selling: Develop and implement strategies to upsell and cross-sell services and retail products, ensuring clients receive value while boosting revenue.
• Retail Management: Oversee retail product sales, ensuring products are stocked and that staff are well-versed in the benefits and uses of the items.
• Package Development: Design and promote service packages and special offers to increase client spending and promote customer loyalty.

7. Reporting & Analytics

• Data Analysis & Decision Making: Review key financial reports, performance metrics, and client feedback to make informed, data-driven decisions.
• Key Performance Indicators (KPIs): Track and analyze KPIs like revenue, customer retention, service sales, and satisfaction scores to assess the spa’s success.
• Report Generation: Generate detailed reports on financial performance, marketing efforts, and operational efficiency for ownership and senior management.

8. Continuous Improvement & Education

• Ongoing Education: Stay up to date on industry trends, new treatments, and regulatory changes, while ensuring the staff receives continuous training.
• Professional Development: Attend trade shows, workshops, and industry conferences to build professional networks and ensure the business stays competitive.

Ideal Qualities of a Medical Spa Manager

• Leadership: Capable of leading by example, motivating, and inspiring the team to achieve excellence.
• Customer-Focused: Always puts the client experience at the forefront of decision-making.
• Attention to Detail: Manages multiple responsibilities with precision and focus, ensuring no details are overlooked.
• Problem Solver: Quick to identify issues and implement effective solutions.
• Sales-Oriented: Strong ability to drive revenue through effective sales strategies and customer relationship management.
• Industry Knowledge: Well-versed in medical spa treatments, technologies, and regulations.
• Coachable & Growth-Oriented: Open to feedback and always looking for opportunities to grow professionally and personally.
• Flexible & Resilient: Able to adapt to changing demands and maintain a calm, even-keeled demeanor as a leader.

Job Type: Full-time

Pay: $24.00 - $27.00 per hour

Expected hours: 32 – 40 per week

Benefits:

• 401(k)
• Employee discount
• Flexible schedule
• Professional development assistance

Schedule:

• Day shift
• Monday to Friday
• No nights
• Weekends as needed

Work Location: In person

Salary : $24 - $27