Office Manager

Overview

Beyond The Surface is seeking a dynamic, highly organized, and proactive Medical Office Manager to oversee daily operations in our growing aesthetic practice. This role is essential in maintaining smooth office flow, supporting providers and team members, creating an excellent patient experience, and ensuring the practice runs with professionalism, accountability, and attention to detail.

The ideal candidate has experience in a medical office, med spa, dermatology, plastic surgery, wellness, or patient-facing healthcare setting. This person should be confident leading a team, managing front desk operations, supporting sales and patient retention, and keeping the office organized, polished, and efficient.

Responsibilities

Manage daily front desk operations, including greeting patients, answering phones, scheduling appointments, checking patients in and out, and providing excellent customer service.

Oversee appointment flow, provider schedules, patient communication, and follow-up to support a smooth and professional patient experience.

Support staff members, providers, aestheticians, injectors, and leadership with daily operational needs.

Monitor office supplies, skincare inventory, medical supplies, treatment room stock, and product organization.

Assist with inventory tracking, ordering needs, refrigerator temperature checks, and proper documentation.

Maintain clean, stocked, and organized treatment rooms, front desk areas, common areas, and back-office spaces.

Help manage patient questions, concerns, service recovery, and follow-up communication in a professional and compassionate manner.

Support membership inquiries, promotions, lead follow-up, consultation bookings, and patient retention efforts.

Assist with daily closeout, payment collection, basic reporting, and administrative tracking.

Maintain accurate patient records and support proper documentation using practice management software.

Ensure HIPAA compliance and patient confidentiality at all times.

Help implement office policies, workflow systems, daily task lists, and accountability procedures.

Support team communication and help maintain a respectful, professional, and solution-focused work environment.

Assist with special projects, marketing coordination, staff updates, and operational improvements as needed.

Experience

Previous experience in office management, medical office administration, front desk management, practice management, or a similar role required.

Experience in a medical spa, dermatology office, plastic surgery office, wellness clinic, dental office, or healthcare setting is strongly preferred.

Strong customer service skills and professional phone etiquette required.

Ability to lead a team, delegate tasks, and hold staff accountable in a respectful and professional way.

Proficiency with Microsoft Office, Google Workspace, Gmail, Google Calendar, and basic computer systems.

Experience with Aesthetic Record, Go High Level, QuickBooks, or similar platforms is a plus.

Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.

Excellent communication skills, attention to detail, and ability to follow through.

Comfortable discussing promotions, memberships, skincare, aesthetic services, and booking opportunities with patients.

Bilingual communication skills are a plus but not required.

Ideal Candidate

The ideal candidate is polished, dependable, organized, and proactive. You enjoy creating structure, improving systems, supporting a team, and making sure patients feel welcomed and cared for. You are comfortable working in a fast-paced aesthetic practice where professionalism, cleanliness, communication, and accountability matter every day.

You should be someone who takes ownership, notices details, and helps solve problems before they become bigger issues.

Why Join Us

Beyond The Surface is a growing aesthetic practice focused on natural results, patient education, and high-quality care. This is an opportunity to become a key part of a team where your leadership, organization, and attention to detail will directly impact the patient experience and daily success of the practice.

Pay: From $25.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Referral program

Education:

• High school or equivalent (Preferred)

Experience:

• Office management: 1 year (Preferred)

Language:

• English (Preferred)

Ability to Commute:

• Edgewater, NJ 07020 (Preferred)

Work Location: In person