Office Manager

Company Description

ALEXIS LAUREN is a luxury beauty collective committed to delivering clinical excellence within an elevated and highly curated environment. We blend medical-grade beauty treatments with personalized service for a refined experience that makes self-care feel effortless. 

Role Description

This is a full-time, on-site role for an Office Manager based in Winter Park, FL. ALEXIS LAUREN is seeking a highly organized, proactive, and service-driven Office Manager to oversee the daily operations of our luxury medical spa. This role is responsible for maintaining exceptional client experiences, ensuring operational excellence, supporting team accountability, and driving performance across front desk, team members, inventory, and administrative functions.

The ideal candidate is a natural leader who thrives in a fast-paced environment, takes ownership without being asked, and is passionate about creating a polished, luxury experience for both clients and team members.

Key Responsibilities

Team Leadership & Accountability

• Lead, coach, and support front desk, back of house and all team members.
• Ensure all team members follow company policies, SOPs, and service standards.
• Conduct daily walkthroughs to ensure the studio is operating at luxury-level standards.
• Hold staff accountable for attendance, punctuality, goals, and performance expectations.
• Assist with onboarding and training new team members.
• Support hiring efforts and recruitment.

Client Experience

• Ensure every client receives a five-star luxury experience from first interaction to follow up.
• Resolve client concerns professionally and promptly.
• Monitor online reviews and client feedback.
• Maintain a welcoming, clean, and elevated atmosphere throughout the studio.
• Support membership initiatives and client retention efforts.

Operations Management

• Oversee day-to-day office operations and administrative functions.
• Maintain cleanliness and organization throughout the studio.
• Coordinate repairs, maintenance, vendors, and service providers.
• Ensure all treatment rooms, common areas, and client spaces remain fully stocked and presentation-ready.
• Manage office supplies and operational inventory.
• Oversee revenue growth and spend.

Inventory & Supply Management

• Monitor retail and treatment inventory levels.
• Place orders and maintain relationships with vendors.
• Conduct regular inventory counts and audits.
• Minimize waste and control supply costs.

Performance & Reporting

• Monitor daily KPIs including:
• New clients
• Membership sales
• Rebooking percentages
• Client retention
• Reviews and client satisfaction
• Prepare reports for leadership as requested.
• Identify operational inefficiencies and implement solutions.

Scheduling & Administrative Support

• Assist with provider and staff scheduling.
• Manage internal communication and team updates.
• Ensure all documentation and records are maintained accurately.
• Support payroll and administrative tasks.
• Support schedule utilization.

Facility Standards

• Perform daily opening and closing inspections.
• Ensure treatment rooms, bathrooms, waiting area, and employee areas are maintained to luxury standards.
• Coordinate studio improvements and repairs.
• Address maintenance issues proactively before they impact client experience.

Qualifications

• 3 years of management experience in medical aesthetics, dermatology, wellness, or a related industry requied.
• Strong leadership and team management skills.
• Exceptional organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• High attention to detail and commitment to excellence.
• Experience with CRM and scheduling systems preferred (Zenoti, Podium, or similar platforms).
• Ability to work independently and solve problems proactively.

Success Metrics

The Office Manager will be evaluated on:

• Client satisfaction and online reviews
• Team accountability and performance
• Membership growth and retention
• Operational efficiency
• Inventory management
• Facility presentation and cleanliness
• SOP compliance
• Staff retention and engagement

What We Value

At ALEXIS LAUREN, we believe luxury is found in the details. We are looking for someone who:

• Leads with positivity and professionalism.
• Takes initiative without waiting to be asked.
• Holds themselves and others to a high standard.
• Is passionate about creating unforgettable client experiences.
• Treats the business as if it were their own