Medical Spa Manager

About us

Optimal Wellness & Beauty is a luxury, family-owned anti-aging med spa in Chicago's vibrant Fulton Market District. We specialize in personalized, results-driven aesthetic and wellness treatments designed to help clients look and feel their best. Our business is experiencing exciting growth, and we're looking for a hands-on Manager to be the operational heartbeat of our spa and help us continue this upward trajectory.

The role

We are seeking an adaptable, people-first Med Spa Manager to join us 2–4 days a week. In this dynamic role, you'll be the "glue" that keeps our clinic running smoothly — supporting our staff and providers (nurses and aestheticians) so they can focus on delivering outstanding patient care.

We welcome candidates from a variety of backgrounds. Whether you bring marketing instincts, a business background, a passion for aesthetics, or simply exceptional organizational and people skills — if you're driven, resourceful, and genuinely love helping a team thrive, we'd love to hear from you.

What you'll do

Clinic leadership & staff management

• Manage daily operations, ensuring all staff and nurses are on top of their tasks
• Act as a dedicated support system for practitioners — doing what it takes to make their jobs easier and more efficient
• Cultivate a positive, collaborative environment where staff communicate effectively and work well together
• Keep all staff up to date on Vagaro — ensuring proper usage, timely patient notes, and full adherence to the guidelines set by our medical director
• Serve as the point person for clinic compliance, making sure our team consistently follows established protocols and standards of care

Financial tracking & sales management

• Keep meticulous records of unique client deals, provider commissions, and revenue splits (including injectables, peptide partner splits, and extended employee sales)
• Ensure providers and partners are updated weekly or monthly on their finances
• Track all referrals — for peptide therapy programs and across all services we offer — and maintain accurate, organized records
• Educate the sales team on new peptides and ideal combination therapies to actively drive product sales
• Ensure all service pricing is current and clearly communicated to the entire staff

Front desk, scheduling & patient coordination

• Answer calls, warmly greet clients, and provide premium receptionist support
• Deeply learn and internalize our full menu of services so you can speak about them confidently and authentically with every client
• Naturally weave in relevant service recommendations during client conversations — listening for cues and cross-promoting complementary treatments in a way that feels helpful, never pushy
• Manage Vagaro: organize patient information and schedule clients efficiently
• Confirm upcoming appointments, complete post-treatment follow-up calls, and assist with before-and-after photo documentation
• Handle walk-ins creatively — if a client needs to schedule outside normal hours, contact providers to check availability and follow up with the client promptly
• Keep the daily email inbox organized, flagging urgent items for the owner

Client growth & retention

• Think creatively and proactively about ways to bring in new clients and re-engage past ones — we want someone who genuinely enjoys this part of the business
• Execute targeted text and email marketing campaigns through Vagaro to reach clients with promotions, seasonal offers, appointment reminders, and personalized check-ins
• Explore and utilize additional outreach channels beyond Vagaro — whether that's community partnerships, referral incentive programs, loyalty campaigns, event-based promotions, or other creative strategies you bring to the table
• Identify lapsed clients and develop thoughtful win-back campaigns that feel personal, not generic
• Look for opportunities to surprise and delight existing clients — small touches that build loyalty and generate word-of-mouth referrals

Marketing, website & social media

• Ensure our website is consistently up to date — accurate product and service information, current pricing, and a fresh, on-trend look and feel that reflects who we are
• Collaborate closely with our marketing partner to keep social media platforms active, relevant, and aligned with current trends and promotions
• Work alongside the owner on local and street-level marketing efforts, contributing ideas and helping execute initiatives as needed
• Help organize marketing materials and promotional campaigns to highlight our services and drive bookings

Inventory & supply management

• Monitor and maintain inventory of all products and service essentials used in the clinic
• Track stock levels and proactively flag when items need to be reordered — keeping the team stocked and operations running without interruption
• Maintain organized records of inventory usage and supply needs

What we're looking for

• Hands-on management experience (med spa, medical office, or luxury hospitality is a big plus)
• Business background or business-related education is preferred, but not required
• Ability to learn Vagaro or similar booking/practice management software quickly
• Comfortable tracking spreadsheets, deducting product costs, and calculating commission splits
• A natural multi-tasker who is adaptable, organized, and a genuine problem solver
• Polished, professional demeanor with excellent client-facing communication skills
• Creative thinker who takes initiative and works well with a close-knit team

Compensation & schedule

Hourly rate: $28–$35 (Based on experience)

Schedule: 2–4 days Per week, flexible

Benefits

• Generous employee discounts on products and services
• Supportive, family-owned work environment in one of Chicago's best neighborhoods
• Opportunity to grow alongside a rapidly expanding new business

Pay: $22.00 - $35.00 per hour

Benefits:

• Employee discount
• Referral program

Work Location: In person