Med Spa Office Manager

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