Qazi Cosmetic Center is a premier cosmetic dermatology and plastic surgery practice in Newport Beach, delivering advanced, patient-centered aesthetic care through a team of skilled clinicians and a culture of operational excellence.
The Operations Coordinator keeps the practice running smoothly behind the scenes: managing supply ordering, presenting preliminary research for operational projects, coordinating vendors and facilities maintenance, and supporting process improvement across departments.
This role frees the Operations Manager to focus on implementation and strategy by handling the groundwork - research, comparison, ordering, scheduling, and follow-through - with accuracy and initiative. As we continue to grow, we are looking for an experienced, highly organized professional to serve as the operational backbone of our practice, supporting both our clinical operations and executive leadership with precision, initiative, and discretion. This is a hands-on role for someone who thrives in fast-paced environments, takes genuine ownership of their work, and knows how to keep complex projects moving forward under the direction of their supervisor.
You will report directly to the Operations Manager and will be directed on priorities, projects, and day-to-day workflow. We are looking for someone who has already demonstrated success in a similar operations, administrative, or coordinator role and can ramp up quickly.
What You'll Do
Project & Task Management
- Create, assign, and track projects and tasks across departments as directed by the Operations Manager; take detailed meeting notes and convert discussion into clear action items with owners and deadlines.
- Follow up proactively on project timelines and task completion to ensure nothing falls through the cracks; keep the Operations Manager informed of status, risks, and blockers.
- Vendor & Procurement Operations
- Serve as the primary point of contact for vendors and contractors: request quotes, process invoices for payment, and maintain strong working relationships.
- Source and compare products, equipment, and services for clinic needs; build clear comparison charts covering cost, features, lead times, and tradeoffs to support fast decision-making by the Operations Manager.
- Schedule routine maintenance, coordinate facility walkthroughs, and speak directly with warranty providers to keep our space and equipment in peak condition.
Inventory & Supply Management
- Own inventory counts and stock checks for clinical and office supplies, including injectables and consumables.
- Place and track orders across multiple vendors, account for shipping lead times, and flag shortages before they impact patient care.
Executive & Administrative Support
- Set up appointments, manage calendars, and handle administrative tasks for the management and executive team as directed.
- Perform data entry and data review with a high degree of accuracy; keep digital files, emails, and internal memos organized, current, and easy to find.
- Use AI tools to organize information, draft communications, and present findings clearly and professionally.
Communication & Follow-Through
- Keep emails and memos updated and accurate; maintain clear, professional written communication with vendors, teammates, and leadership.
- Follow up with vendors on open quotes, pending orders, and outstanding invoices until resolution.
- Communicate status updates to the Operations Manager and relevant stakeholders in a timely manner.
You Might Be a Great Fit If You
- Have experience in a similar operations, administrative, or coordinator role in a professional services, medical, dental, or aesthetic environment.
- Are exceptionally organized, detail-oriented, and reliable—you treat follow-through as a personal standard.
- Communicate with polish and professionalism in writing and in person; you can write a clear email, a sharp memo, or a firm vendor follow-up with equal ease.
- Are a natural problem-solver who stays calm under pressure and brings a positive, solutions-first attitude to every interaction.
- Are comfortable with spreadsheets, digital file systems, and modern productivity tools; you are eager to leverage AI to work smarter and faster.
- Can manage multiple competing priorities, switch contexts gracefully, and keep your supervisor informed without being asked.
- Proficient in Project Management System
Nice to Have (Not Required)
- Experience in a clinical, medical spa, or aesthetic practice setting.
- Familiarity with inventory management, purchasing workflows, or vendor negotiation.
- Exposure to project management tools or executive support.
What Success Looks Like
- Projects and tasks move forward predictably; meeting notes become action items within hours, and deadlines are met without last-minute scrambling.
- Vendors respond promptly, invoices are paid on time, and maintenance runs on a reliable cadence with minimal escalation.
- Research and sourcing handoffs are decision-ready: clear comparison charts with recommendations that require at most one revisit.
- The executive team's calendars, appointments, and administrative needs are handled proactively and discreetly.
- Supplies never run out, files are always current, and the Operations Manager rarely has to chase a status update.
Pay: $30.00 per hour
Benefits:
- 401(k)
- Employee discount
- Paid time off
Application Question(s):
- Please describe your experience in an operations, administrative, or coordinator role. What responsibilities did you handle related to vendors, inventory, purchasing, project tracking, or executive support?
- This role requires managing multiple priorities, following up consistently, and keeping a supervisor informed without being reminded. How do you organize your work and ensure tasks do not fall through the cracks?
- Tell us about a time you encountered an operational problem without a clear solution or process. How did you find the information or resources needed, and what was the outcome?
- What specifically attracted you to Qazi Cosmetic Center and this Operations Coordinator position, and how do you believe your experience would contribute to the success of the practice?
- What are you looking for in your next long-term position, and what factors would encourage you to stay and grow with an organization?
Ability to Commute:
- Newport Beach, CA 92660 (Preferred)
Work Location: In person
