Job Summary
We are seeking an experienced, motivated, and results-driven office Manager to lead the daily operations of our growing medical spa. Specializing in aesthetic treatments, injectables, regenerative medicine, and advanced non-surgical cosmetic services, we are looking for a strong leader who is passionate about delivering exceptional patient experiences while driving business growth.
This is our most senior on-site leadership position and is ideal for someone who thrives in a fast-paced environment, excels at building high-performing teams, and takes pride in creating efficient systems that support both exceptional patient care and business success.
As office Manager, you will oversee all aspects of clinic operations, including team leadership, patient experience, financial performance, sales, scheduling, and operational efficiency. You'll work closely with ownership to execute the practice's vision while having the autonomy to lead, coach, and grow the business.
The ideal candidate is highly organized, proactive, and detail-oriented, with a strong background in medical office management, aesthetics, or healthcare administration. You are a confident leader who motivates others, creates accountability, and knows how to balance outstanding customer service with operational excellence.
Duties
Leadership & Team Development
- Build, Lead, mentor, coach, and develop a high-performing clinical and administrative team.
- Recruit, hire, onboard, train, and retain top talent.
- Conduct performance evaluations and create accountability through clear expectations and ongoing coaching.
- Foster a positive, collaborative, and patient-focused culture.
Operations Management
- Oversee daily clinic operations, including scheduling, patient flow, staffing, inventory, vendor relationships, and facility management.
- Develop and implement systems and workflows that improve efficiency, consistency, and scalability.
- Maintain operational excellence while ensuring exceptional patient care and customer service.
- Manage client concerns and escalations with professionalism and urgency.
Business & Financial Leadership
- Own the financial performance of the practice, including budgeting, forecasting, expense management, billing oversight, and profitability.
- Monitor key performance indicators (KPIs), analyze business metrics, and implement strategies to improve performance.
- Drive revenue through lead conversion, memberships, retail sales, treatment plan acceptance, cross-selling, and upselling opportunities.
- Build reporting systems, scorecards, daily huddles, and weekly performance reviews to create accountability and measurable results.
Compliance & Administration
- Ensure compliance with HIPAA, OSHA, DSHS, TDLR, and all applicable federal, state, and local healthcare regulations.
- Oversee medical records and maintain data integrity using EMR/EHR systems.
- Ensure accurate documentation, billing processes, insurance coordination, and administrative efficiency.
- Coordinate equipment maintenance, medical supplies, vendor relationships, and facility standards.
Qualifications
- 5+ years of leadership experience in a medical spa, aesthetics practice, plastic surgery, dermatology, cosmetic dentistry, or healthcare environment.
- Proven success managing teams, driving revenue growth, and improving operational performance.
- Strong financial management experience, including budgeting, reporting, payroll oversight, and expense management.
- Experience with EMR/EHR systems such as eClinicalWorks, Epic, Eaglesoft, Dentrix, or similar healthcare software.
- Working knowledge of HIPAA, OSHA, DSHS, TDLR, and healthcare compliance requirements.
- Excellent organizational, leadership, communication, and problem-solving skills.
- Experience with scheduling software, CRM platforms, medical billing, and patient management systems.
- Strong understanding of customer service, sales performance, and relationship management.
- Ability to thrive in a fast-paced, high-growth environment while maintaining attention to detail and professionalism.
What Success Looks Like
Success in this role means building a confident, engaged team that consistently delivers exceptional patient experiences while achieving ambitious business goals. You'll create efficient systems, develop strong leaders, maintain a culture of accountability, and drive sustainable growth through operational excellence and outstanding service.
If you're an experienced leader who thrives on building teams, improving systems, and growing businesses while delivering exceptional patient care, we'd love to meet you. Join us and help shape the future of our practice while making a meaningful impact on our patients, our team, and our continued success.
Pay: $25.00 - $36.00 per hour
Benefits:
- Continuing education credits
- Dental insurance
- Employee discount
- Flexible schedule
- Health insurance
- Professional development assistance
- Vision insurance
Work Location: In person
