What are the responsibilities and job description for the Med Spa Office Manager position at Aesthetic Harmony?
We are seeking an experienced, organized, and motivated Office / Marketing Manager to oversee daily operations and support the growth of our medical spa. This role is ideal for someone who thrives in a client-focused environment and enjoys wearing multiple hats.
Key Responsibilities
- Oversee daily office and clinic operations to ensure smooth workflow
- Manage front desk staff, appointment scheduling, and client experience
- Lead business community engagement and B2B partnerships
- Handle inventory management, ordering, and vendor relationships
- Ensure compliance with policies, procedures, and HIPAA standards
- Monitor KPIs, reporting, and operational performance
- Assist with training new team members
- Maintain a welcoming, professional, and luxury patient experience
- Create and organize social media content/ social media management
- Create and organize business events hosted by the spa
Breakdown
1. Front Desk & Reception
- Client Engagement: Greet clients warmly, answer incoming calls, and handle appointment scheduling.
- Scheduling & Coordination: Efficiently manage the calendar to optimize providers’ time; confirm appointments and handle rescheduling or cancellations.
- Customer Success & Retention: Respond to client inquiries, provide helpful service information, and conduct post-visit follow-ups to gather feedback and address any concerns.
- Social Media Management: Create and schedule engaging social media content; monitor online reviews and client feedback.
2. Medical Assistant Duties
Preparation & Patient Intake
- Welcome patients, escort them to treatment rooms, and verify all required consents are signed.
- Remove any makeup and apply a white headband to prepare for before/after photos.
- Take clear and standardized “before” photos (5 angles for fillers, specialty shots for lips/tox, etc.). Ensure eyes are open and capture any expressions (smile, kissy face, frown, raise brows) as appropriate.
- Ask about social media/video consent and document patient preferences.
End-of-Day Tasks
- Restock medical supplies; add items to reorder list as needed.
- Dispose of trash and wipe down chairs.
- Return products to the fridge and confirm inventory levels.
- Communicate any injectable product amounts if running low.
Qualifications & Skills
Education & Experience
- High School Diploma or equivalent required.
- At least 3 years of administrative or customer service experience (ideally in a healthcare or spa setting)
- Valid Texas Esthetics license highly preferred but not required
- Strong leadership, organization, and communication skills
- Ability to multitask and problem-solve independently
- Experience with EMR systems, scheduling software, and POS systems
- Professional demeanor with a patient-first mindset
- Knowledge of aesthetics, injectables, or cosmetic services is a plus
Why Join Our Team?
- Innovative Environment: Work in a leading Med Spa dedicated to aesthetics, wellness, and outstanding client experiences.
- Growth Opportunities: As we continue to expand, we offer opportunities for leadership roles, skill development, and career advancement.
- Competitive Compensation: Hourly wage with potential for performance-based bonuses.
- Supportive Culture: Join a close-knit team that values collaboration, learning, and excellence in patient care.
Job Type: Part-time
Pay: $18.00 per hour
Benefits:
- Flexible schedule
Shift availability:
- Day Shift (Required)
Ability to Commute:
- McKinney, TX 75070 (Required)
Work Location: In person
Salary : $18