Part-Time Clinic Operations Manager (Medi-Spa / Wellness Clinic)
Role summary
We’re looking for a warm, organized, proactive Part-Time Clinic Operations Manager to help run day-to-day operations and support membership growth through education-first, low-pressure client guidance. This role blends operations coordination + promotions execution + front desk coverage (approximately 2 of 3 working days). You’ll keep the clinic running smoothly, ensure a premium client experience, and help our team consistently communicate membership options without a “salesy” vibe.
Schedule & location
- Part-time: ~20 hours/week
- On-site: El Dorado Hills, CA
- Front desk coverage: typically 2 of 3 working days (Thursday - Saturday)
Key responsibilities
Operations & clinic coordination
- Own daily readiness: opening/closing checklists, supplies stocked, rooms reset, client flow supported.
- Coordinate inventory support: track usage, flag low stock, assist with weekly ordering and vendor follow-up.
- Maintain organized systems for forms, logs, SOP and clinic documentation (non-clinical).
- Support schedule optimization: reduce gaps and improve online booking flow.
- Coordinate facility needs: light vendor coordination (repairs/maintenance), cleanliness standards, and organization.
Front desk (2 of 3 days)
- Deliver a high-touch, calm, welcoming experience: greeting, check-in/out, payments, and client support.
- Handle calls/texts/emails with professionalism and warmth.
- Support rebooking and next-visit planning using a supportive, education-based approach.
- Assist with service recovery workflows and follow-up when needed.
Membership support (education-first, not pushy)
- Confidently explain membership options using approved talking points (no pressure).
- Track membership interest and ensure timely follow-up (text/email) for clients who want details.
- Coordinate simple membership reporting: inquiries → consults → joins → retention checkpoints.
- Partner with the owner/clinical team to refine scripts, FAQs, and membership materials.
Promotions & community partnerships
- Execute monthly/seasonal promotions: ensure offers are set up, communicated, and tracked.
- Support partner collaborations: coordinate coupon codes, flyers, redemption tracking, and follow-up.
- Maintain a simple promo calendar and weekly “what’s live” checklist for the team.
“Light HR” coordination (non-HR-manager scope)
- Coordinate onboarding logistics: paperwork checklists, training schedule, and first-week readiness.
- Support staff scheduling coordination and coverage requests.
- Maintain training trackers and ensure team has updated scripts/checklists.
Success metrics (what “great” looks like)
- Smooth clinic flow on staffed days; minimal scheduling errors and fewer last-minute gaps.
- Consistent, on-brand membership education (clients feel supported, not pressured).
- Promotions executed on time with basic tracking and learnings captured.
- High client satisfaction (positive feedback, reviews, and strong rebooking behavior).
Qualifications
- 5+ years in a clinic, medi-spa, wellness, or high-end service business (operations, front desk lead, or assistant manager).
- Strong organization and follow-through; comfortable owning checklists and weekly reporting.
- Confident and personable communicator with a warm, calm presence.
- Comfortable discussing memberships in a no-pressure, educational way.
- Tech-comfortable: scheduling/CRM tools, Google Workspace, basic spreadsheets.
Nice to have
- Experience in a cash-pay wellness clinic or membership-based model.
- Experience coordinating promotions and local partnerships.
- Previous medi-spa or alternative wellness clinic experience.
- Familiarity with scheduling tools (e.g., Mangomint or similar).
Compensation
- Hourly, part-time (commensurate with experience).
- Optional: Employee benefit after 90 days, $400 credit on account for services at lounge, non-transferrable, not redeemable for cash and does not roll over each month.
How to apply
Apply through Indeed or send your resume to [email protected] and a short note describing:
- Your relevant clinic/service experience
- How you balance operational excellence with a calm, supportive client experience
- Your availability for a consistent 24-hour/week schedule
Pay: From $35.00 per hour
Benefits:
Application Question(s):
- Are you available Fridays and Saturdays?
- Do you have experience in the alternative wellness field, if so how many years?
Education:
Experience:
- Medi-Spa or Wellness Clinic: 3 years (Required)
Work Location: In person
