Spa Manager

CPP Clinics is a leading provider of medical aesthetics services, offering innovative treatments across multiple medspas under the CPP umbrella. We are dedicated to delivering exceptional patient experiences and outstanding results, utilizing advanced technologies and personalized care.

Sullivan Surgery & Spa is seeking a motivated, professional Spa Manager with a strong background in retail, customer service, and marketing. This role is ideal for someone who thrives in a fast-paced environment, enjoys patient interaction, and is looking for long-term growth within a dynamic medical and aesthetic practice.

Key Responsibilities

Patient Experience & Front Desk Operations

• Greet patients warmly and professionally upon arrival
• Interact effectively and respectfully with patients of all backgrounds
• Answer phones with excellent etiquette and transfer calls according to office protocols
• Direct visitors to the appropriate team member
• Maintain patient confidentiality, privacy, and dignity at all times
• Ensure all registration paperwork is completed accurately
• Maintain a full understanding of all retail products and services offered
  
  

Administrative & Scheduling Duties

• Check patients into NexTech
• Review and update patient demographics and medical history annually
• Scan driver’s licenses and required documentation
• Print and manage Patient Portal paperwork
• Schedule follow-up, post-op, pre-op, injectable, and med spa appointments with correct descriptions
• Confirm appointments 2–3 days prior and provide directions/parking information when needed
• Proactively fill schedule gaps to maximize productivity
• Maintain accurate daily scanning and document management
  
  

Financial Responsibilities

• Process payments for all services
• Print and organize receipts
• Secure signed credit card receipts, checks, and cash
• Prepare and secure end-of-day deposits
  
  

Office Support

• Maintain front desk and core office supplies
• Room patients when clinical staff are unavailable
• Support retail sales and promotional initiatives
• Demonstrate strong computer skills (Microsoft Word, Excel, NexTech, Outlook)
  
  

Daily Operational Responsibilities

Start of Day

• Turn on lights and equipment
• Adjust heat/thermostat as needed
• Prepare coffee station (Keurig, cups, supplies)
• Log into NexTech, Outlook, Spotify
• Start diffusers in treatment rooms
• Review and respond to emails
  
  

During the Day

• Stand and greet patients
• Collect and review paperwork for completion
• Maintain schedule flow and patient movement
• Scan documents daily
• Maintain organization and professionalism at all times
  
  

End of Day

• Prepare and secure deposits
• Turn off equipment and lights
• Lock cabinets and doors
• Set alarm
  
  

Qualifications

• Minimum two years’ experience in customer service and minimum of one year experience in receptionist procedures preferred.
• Marketing experience preferred
• Excellent communication and interpersonal skills
• Ability to multitask under pressure while maintaining accuracy
• Proficient in Microsoft Word and Excel
• Highly organized and detail-oriented
• Professional appearance and demeanor
• High school diploma or GED
  
  

Growth Opportunity

This position offers significant opportunity for professional development and advancement within the company.