Spa Practice Manager
Job Description
Role Purpose
The Practice Manager is the operational leader of Clarebella Aesthetics. Your job is to ensure the business runs efficiently, the team performs, and the owner can focus on clinical care and vision rather than day to day operations. You are the integrator, the person who takes the owner's vision and translates it into systems, processes, and accountability that the team executes on daily.
When this role is done well, the practice runs without the owner managing every detail. Providers are productive, the schedule is optimized, KPIs are tracked, the team is aligned, and problems are solved before they reach the owner's desk.
Role at a Glance
Element
Detail
Role Title
Practice Manager
Reports To
Owner (CEO)
Direct Reports
Front Desk / Patient Coordinator, Medical Aesthetics Assistant / Providers
Employment Type
Full Time, Salaried
Location
Clarebella Aesthetics, Oklahoma
Key Responsibilities
- Lead and develop the team. Conduct regular one on ones, facilitate weekly team meetings, manage performance conversations, and ensure each team member understands their role, their KPIs, and how their work connects to the practice's goals and vision.
- Own KPI tracking and reporting. Pull performance data from Zenoti, prepare weekly KPI reports, identify trends, and bring actionable insights to leadership. If a metric is off, you are the first to notice and the first to act on it.
- Optimize practice operations. Develop, implement, and continuously improve standard operating procedures for scheduling, client flow, inventory, and team workflows, so the practice runs efficiently without relying on any single person.
- Manage provider utilization and scheduling strategy. Ensure provider schedules are optimized for productivity, working with the Front Desk Coordinator to balance client demand with available capacity. You own the strategy, the front desk executes it.
- Oversee client experience standards. Ensure the team delivers a consistent, high quality experience from first contact to post treatment follow up, and address escalated client concerns with professionalism and discretion.
- Manage vendor relationships and inventory. Oversee ordering, supply management, and cost control, ensuring products and supplies are stocked, accurately tracked, and reordered proactively.
Leadership and Team Development
This is where the Practice Manager role has the highest impact. Your ability to develop, coach, and hold the team accountable is what makes the practice scalable.
Responsibility
What It Looks Like
Weekly Team Meetings
You lead these. Every week, same time, full agenda. Vision and Northstar are reinforced, KPIs are reviewed, wins are celebrated, and issues are addressed. The owner attends but you run it.
Performance Management
You know each team member's KPIs and you coach to them. When someone is underperforming, you have the conversation early, directly, and constructively. You do not wait for the owner to notice.
Onboarding and Training
When new team members are hired, you own the onboarding process. SOPs, system training, role expectations, and cultural orientation all run through you.
Team Scheduling
You ensure the team is scheduled appropriately, accounting for client demand, provider availability, and operational coverage. You work with the Front Desk Coordinator on execution.
Key Performance Indicators
Your performance is evaluated on the health of the operation you lead, not on personal production. These metrics measure whether the system is working. When the team wins, you win. Specific targets are set by leadership and reviewed on a regular cadence.
What We Measure
How It Is Measured
Practice revenue and gross profit
Practice wide earned revenue and gross profit, reflecting overall team production and effective use of consumables and medical supplies. Reviewed monthly.
Client retention rate
Practice wide percentage of clients who return, a direct reflection of the systems and experience you manage. Reviewed monthly.
Membership net growth
Beauty Insider net growth, enrollments minus cancellations. Reviewed monthly.
KPI reporting
Performance reports pulled accurately and delivered on time for every weekly team meeting.
Team meeting execution
Weekly meetings held on schedule with the full agenda, every week.
Who You Are
Value
What It Looks Like
Ownership Mentality
You treat this practice like it is yours. You do not wait to be told what needs to happen, you see it, you own it, you solve it.
Leadership by Example
You are never above any task, but you do not get stuck in tasks that are not yours. You lead by setting the standard, not by doing everyone's job.
Data Driven
You let the numbers tell the story. When you bring a recommendation, it is backed by data, not just a feeling.
Calm Under Pressure
When things go sideways, and they will, you are the steady hand. You solve problems without creating drama or panic.
Commitment to Growth
You are always developing your leadership, your business acumen, and your ability to coach others. You welcome feedback as fuel.
Required Experience and Skills
Required
- Proven experience managing a practice, clinic, or team, with a track record of leading and developing people.
- Demonstrated ability to hold a team accountable to clear standards and have direct performance conversations.
- Comfort pulling, reading, and acting on performance data and KPIs.
- Strong operational instincts, able to build and improve systems and SOPs.
Preferred
- Experience in a medical, aesthetics, or luxury service environment.
- Familiarity with a practice management system such as Zenoti.
Compensation and Total Package
At Clarebella, we believe in being transparent about the full value of working here, not just the base salary. Your total compensation includes the following.
Base Salary
Salaried range of $60,000 to $75,000, commensurate with experience and scope, consistent with the market rate for an aesthetics practice manager in the Oklahoma City area.
Performance Based Compensation
- Performance bonus: Eligible for performance based compensation tied to the practice and team KPIs above.
Growth Path
As the practice grows, this role grows. Expanded team oversight, deeper financial involvement, and increased operational authority develop as leadership capacity is proven.
Next Steps
If you are a leader who takes ownership, builds systems, and develops people, and you want to run the operation of a growing luxury practice, we would love to hear from you. To apply, please submit your resume and a brief note about a team or operation you have led and the results you drove.
Pay: $60,000.00 - $75,000.00 per year
Benefits:
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
Application Question(s):
- 1. Imagine you arrive at Clarebella on a Monday morning and notice the schedule is lighter than expected, the team seems unmotivated, and client bookings have slowed. Walk us through the first three things you would evaluate and the actions you would take to improve the situation.
2. Tell us about a time you led a team through a difficult challenge, improved an underperforming operation, or implemented a process that made a measurable impact. What was the situation, what actions did you take, and what were the results?
3. At Clarebella, our mission is to deliver a luxury, client-centered experience while building a culture where our team feels supported, valued, and inspired to grow. Why do you believe you are the right leader for this role, and what would your first 90 days look like if you joined our practice?
Work Location: In person
