Office Manager at Downtown LA Med Spa

We are seeking a highly-organized, professional, and friendly candidate to lead our wonderful team! At least one year med spa or aesthetic industry experience required.

Job Summary:

Office Manager at a fast-paced downtown medical spa. The ideal candidate has in-depth knowledge of office management and operations within the aesthetics industry, experience leading teams, and a “roll-up-your sleeves” attitude. They should be highly organized and task-oriented, while also very comfortable delegating as needed. This is a role for someone who loves systems, organization, and improving internal processes for maximum efficiency! Background in sales is a major plus. We are a fully vaccinated office!

Hours: 9-5, Monday through Friday. One all-staff meeting at 5pm once/month.

Reports to: Business Owner

The job entails a number of perks, including staff discounts and free quarterly treatments on select services!

Company Culture / Mission Statement: We are a team-oriented boutique medical spa that strives to treat patients — as well as each other —with care, warmth, and respect.

Core Responsibilities:

• Responsible for hiring, onboarding & training of clinic administrative staff;
• Manage staff schedules;
• Maintain office cleanliness & hospitality standards;
• Monitor & manage certain clinic financials – including external vendors and supply costs;
• Work closely with owner to implement processes to ensure clinic hits quality of care & financial goals;
• Build positive relationships with clinicians, support staff, patients, community and vendors; manage conflict with care and empathy;
• Manage the patient feedback escalation process with sound judgement and care;
• Identify, plan, and participate in marketing activities and community events that increase patient volume and engagement;
• Set the tone and intention of the practice to inspire positive collaboration with your team;
• Manage office inventory;
• Be comfortable delegating, as well as having direct conversations with staff when needed;
• Serve as the point-person for device repairs and warranty issues.

Position Requirements:

• Must have the ability to understand the goals of the practice and work to create plans of action to achieve these goals;

• Must stay current with market trends that may impact the business, laws, products and services

• Professional attire is a must;

• An ability to relate well with patients, physicians, employees and other professionals;

• Strong business acumen;

• Ability to adapt and work in fast paced environment – solutions oriented;

• Versatility and strong communication skills;

• Must have the ability to remain calm and exhibit tact in stressful and/or delicate situations;

• Must have the ability to handle confidential issues

The Office Manager (OM) must demonstrate the following traits:

1. Industry Knowledge – Fulfilling the responsibilities of a OM requires a clear understanding of the aesthetic industry, including technology, analytics, fees and finances, AR/AP, reports, retail sales, marketing, and customer service.

2. Loyalty – The OM must always act in the best interest of the company and the company goals.

3. Fairness – Objectively handle uncomfortable situations, be that conflicts with employees or unhappy staff, and be able to problem solve.

4. Business Acumen – Solid understanding of profit and loss statements, existing systems and programs, financial policy, patient financing, sales, marketing, and great communication skills.

5. Confidentiality – Scrupulously maintains the confidentiality required for financial, patient, and employee information.

6. Honesty – The OM will set the standard and become a role model for the practice. Listens and leads by example.

7. Professionalism – Professional appearance, business attire, and professional behavior is key.

8. Empathy – Understand that you are managing people and not just numbers. Have a sound ability to listen to staff challenges and help them to overcome them.

Education and Experience Requirements:

• College degree required;

• Management, preferably running an aesthetic practice: medical spa, plastic surgery, or cosmetic dermatology