The office manager is responsible for facilitating the daily operations of the medical spa, ensuring that all staff members are performing their jobs effectively and that all clients are receiving quality service in a clean and safe environment. Other essential functions of this role include accounting tasks such as managing payroll and vendor payments, tracking all incoming and outgoing inventory, generating financial reports and preparing weekly bank deposits. The office manager partners with the Director of Operations, Medical Director & Owners on various business development tasks to ensure the continued growth and efficiency of the business.

ESSENTIAL FUNCTIONS:

Supervise employees and monitor attendance to ensure that all daily functions are performed in accordance with our standards, policies and procedures. Maintain a favorable working relationship with all employees to foster and promote a cooperative and harmonious work environment which will be conducive to maximizing employee morale, productivity and efficiency.

Establish and maintain rapport with clients, assuring they are experiencing the highest level of customer service. Respond to any complaints, taking prompt corrective action where necessary to turn dissatisfied clients into return clients. Keep management team promptly and fully informed of any pertinent issues.

Partner and collaborate with Director of Operations, Medical Director and Owners on various business development tasks, such as, setting & tracking financial goals, and developing and maintaining a yearly budget. Complete job responsibilities and performance objectives in a timely and effective manner and in accordance with all policies and procedures.

MANAGEMENT/ADMINISTRATIVE:

Meet with prospective employees during the interviewing and hiring process. Meet with and counsel employees as needed to promote a productive and supportive work environment, leadership and guidance. May be directly involved in employee evaluations, as well as the disciplining or terminating of employees.

Manage financial and personnel-related administrative duties, including, payroll, tip checks, opening and distributing mail & ensuring utility and vendor payments are completed accurately and on time. Review employee time cards for accuracy, requested days off, or paid holidays and adjust if needed. Track staff PTO days in shared Google drive.

Prepare weekly bank deposits for both locations if needed. Track and maintain petty cash supply, documenting any transactions and balancing cash drawer each week. Communicate regularly with bookkeeper on any cash transactions.

Responsible for tracking, managing and purchasing all inventory, and ensuring new and incoming products are added into Square & Aesthetics Pro. Document updated inventory in shared Google drive each month. Review clinic schedule periodically to assure all appointments are scheduled correctly and necessary supplies/products are in stock.

Work with Director to create a structured business plan every month to hit sales goals. Prepare agenda, reports, and any other pertinent data for management group meetings. Maintain a working knowledge of COGS on all products and procedures and strive to minimize costs of supplies and maximize profitability.