We are seeking a highly organized, diligent, and creatively minded Operations Manager to help strengthen the foundational systems that keep our practice running smoothly.
This role is ideal for someone who enjoys building structure, creating order, and carrying projects through to completion while also contributing to the visual presence of a modern beauty and wellness brand. The right candidate can balance detailed administrative work with content creation and understands that consistency behind the scenes is what makes a luxury experience feel effortless.
Key Responsibilities for Administrative Operations
- Support the Practice Manager with daily operations, administrative systems, and priority projects
- Build, organize, and maintain foundational processes that support the continued growth of the practice
- Create, update, and organize SOPs, forms, training materials, and internal documentation
- Take ownership of assigned projects from initial planning through completion
- Maintain focus on detailed or multi-step assignments and follow through without frequent reminders
- Track deadlines, open tasks, and deliverables while providing clear progress updates to management
- Coordinate provider schedules, appointments, and patient communication workflows
- Monitor memberships, commissions, inventory, ordering, and operational trackers
- Assist with employee onboarding paperwork, training documentation, and team organization
- Help maintain CRM records, task-management systems, and internal communication platforms
- Coordinate event logistics, promotions, and brand activations
- Ensure treatment rooms, forms, supplies, and client-experience details are prepared and organized
- Support patient follow-up, review-request systems, and communication workflows
- Identify gaps, anticipate needs, and recommend practical solutions to improve efficiency
- Help keep team members informed, accountable, and aligned on project progress
Qualifications
- Exceptional organization and attention to detail
- Excellent written communication, grammar, and proofreading skills
- Strong verbal communication and a polished, professional presence
- Dependable, diligent, and committed to completing what you start
- Able to maintain focus through detailed, repetitive, or multi-step projects
- Strong time-management and prioritization skills
- Comfortable working independently, taking initiative, and asking thoughtful questions when needed
- Capable of turning broad direction into organized, actionable steps
- Consistent about documenting progress, communicating updates, and meeting deadlines
- Able to manage multiple responsibilities without allowing details to fall through the cracks
- Professional and discreet when handling confidential patient, employee, or business information
- Adaptable and composed when priorities shift
- Creative and comfortable with social media platforms and content creation
- Warm, solutions-focused, and collaborative
Preferred Experience
- Experience in administrative operations, project coordination, office management, or executive support
- Proficiency with Microsoft Office and Microsoft Teams
- Experience with Google Workspace, Canva, scheduling software, CRM platforms, or task-management systems
- Previous experience in aesthetics, beauty, wellness, healthcare, hospitality, or a luxury service brand is a plus
Our Ideal Candidate
Our ideal candidate is a true team player who can work independently while contributing positively to a busy, collaborative office. Skin Kahala maintains an open-door environment, so this person should be comfortable with frequent communication, shared workspaces, flexibility, changing priorities, and respectfully offering or receiving feedback.
You may be a great fit if you:
- Naturally notice what needs to be organized—and take initiative to organize it
- Enjoy creating structure, improving systems, and building strong operational foundations
- Take ownership of projects and remain accountable from planning through completion
- Work well in an active office where questions, collaboration, and occasional interruptions are part of the day
- Communicate progress clearly and raise concerns before they become problems
- Write polished, professional emails, documents, captions, and internal communications
- Accept direction and feedback professionally, then apply it thoughtfully
- Know when to work independently and when to involve management
- Remain calm, courteous, and solutions-focused under pressure
- Are resourceful, teachable, and willing to learn unfamiliar systems
- Respect confidentiality, professional boundaries, and the discretion expected in a medical setting
- Understand that no task is “too small” when it supports the team or client experience
- Bring consistency, sound judgment, and positive energy to the workplace
You do not need constant supervision to remain productive, and you take pride in creating reliable systems that help the entire team perform at a higher level. You are equally comfortable updating an SOP, building a tracker, following up on an unfinished task, preparing for an event, and/or supporting the team during a busy day.
Why Join Skin Kahala?
- Beautiful luxury medical-spa environment
- Meaningful responsibility and project ownership
- Creative opportunities within social media and branding
- Supportive, collaborative team culture
- Opportunity to build systems that directly shape the growth of the practice
- Professional growth within the aesthetics and wellness industry
- A varied role where organization and creativity are equally valued
Skin Kahala is a luxury medical spa in Honolulu specializing in advanced aesthetic treatments, elevated patient care, and an exceptional client experience
If you love beauty, wellness, and organization—and you are someone who follows through—we would love to hear from you.
Pay: $25.00 - $30.00 per hour
Work Location: In person
