Carla Thomas Med Spa is seeking an Experienced Practice Manager to run the day-to-day operations of our boutique nurse practitioner-owned med spa. This role is the operational backbone of the practice, managing the front desk and client experience, keeping our provider and estheticians' schedules full, owning our systems (Aesthetic Record, vendor accounts, staff coordination), and freeing our owner to focus on clinical care and big-picture growth rather than day-to-day traffic control. This is an on-site, hands-on role for someone who wants real ownership over how a small practice runs.
$28.00 to $32.00 per hour, based on experience.
Higher earning potential if the position grows to full-time and bonus opportunities available.
Key Responsibilities
Front Desk & Client Experience
- Welcome clients and manage check-in, including intake forms and consents in Aesthetic Record
- Process client check-out, collect payments, schedule future appointments, and complete retail sales
- Answer and triage incoming phone calls, text messages, and social media messages
- Respond to scheduling questions and general inquiries while escalating clinical questions to the provider
- Manage provider schedules, resolve conflicts, and fill last-minute openings
Systems & Operations
- Serve as the Aesthetic Record administrator, including pricing updates, calendar management, automated reminders, and reporting
- Maintain and expand the practice's Standard Operating Procedures (SOPs)
- Monitor inventory levels for retail products and treatment supplies
- Place inventory orders and maintain vendor relationships
- Assist with onboarding and scheduling of new and existing staff
Staff Coordination
- Coordinate esthetician schedules
- Monitor provider utilization and booking numbers
- Support accountability check-ins tied to performance goals
- Keep the marketing calendar, including social media, blogs, newsletters, and promotions, on track by coordinating deadlines with the marketing team. Content creation is not required.
Business Support
- Prepare monthly operational reports, including bookings, utilization, and no-show trends
- Assist with daily transaction reconciliation in QuickBooks Online
- Identify recurring operational issues and recommend solutions to improve efficiency
Qualifications
- Two or more years of experience managing a medical office, medical spa, salon, or similar healthcare practice
- Med spa or aesthetics experience strongly preferred
- Experience using an EMR or scheduling platform. Aesthetic Record experience is a plus.
- Strong leadership and staff management skills
- Excellent written and verbal communication
- Organized, self-motivated, and able to work independently
- Comfortable with basic bookkeeping, reconciliations, and vendor communication
Pay: $28.00 - $32.00 per hour
Benefits:
Work Location: In person
