Office Manager – Medical Aesthetics

SKIN.Theory Houston is a boutique, results driven medical aesthetics studio generating $1 to $1.5M annually and continuing to scale. Our providers specialize in injectables, advanced skin treatments, laser therapies, and customized aesthetic services designed to deliver exceptional patient outcomes.

As patient volume continues to grow, we are seeking a highly organized, systems driven Office Manager to lead operational excellence and support a high performing clinical environment.

This is a leadership role. The Office Manager will work directly with ownership to maintain operational structure, enforce policies, improve accountability, and ensure systems support sustainable growth.

The right candidate is detail oriented, financially disciplined, and comfortable leading a team while maintaining the smooth daily flow of a busy medical aesthetics practice.

Position Overview

The Office Manager oversees the operational infrastructure of the clinic, including financial coordination, payroll administration, compliance tracking, inventory management, KPI monitoring, and systems integrity.

This role also manages front desk operations, supervises administrative staff, supports marketing initiatives, and ensures a consistent, elevated patient experience.

The Office Manager has authority to enforce clinic policies and approve refunds up to $XXX within established guidelines.

The goal of this position is simple:

Create structure, strengthen accountability, and support scalable growth.

Core Responsibilities

Financial & Administrative Coordination

Oversee biweekly payroll processing and verify provider commission calculations prior to submission
Track PTO balances and timekeeping accuracy
Coordinate financial documentation and reporting for the CPA
Maintain invoice tracking and vendor payment schedules
Prepare partner distribution summaries for ownership review
Approve refunds within policy guidelines and escalate larger requests
Ensure monthly reporting and financial summaries are completed by the 10th of each month
Maintain accurate bookkeeping records and assist with budget tracking

HR & Compliance Oversight

Maintain up to date provider licenses, CEUs, CPR certification, and OSHA compliance
Maintain MSDS binder and equipment maintenance logs
Coordinate annual Medical Director documentation and compliance requirements
Maintain employee records and training documentation
Facilitate monthly team meetings and coordinate quarterly performance evaluations
Support employee onboarding, training, and development
Ensure clinic SOPs are reviewed and updated annually

Inventory & Cost Control

Conduct weekly inventory audits and injectable counts
Monitor product expiration dates and investigate discrepancies
Forecast quarterly product orders based on patient demand trends
Track monthly cost of goods sold (COGS) and report findings to ownership
Coordinate with vendors on pricing, supply orders, and product availability

Marketing & Growth Support

Attend weekly marketing coordination meetings with leadership
Ensure quarterly promotions are finalized at least 30 days prior to launch
Coordinate internal rollout plans before campaigns go live
Track provider KPIs including service revenue, rebook rate, and retail attachment rate
Deliver monthly KPI performance summaries to ownership

Operations & Systems Management

Oversee daily clinic operations including front desk workflow, appointment scheduling, and patient check in and check out processes
Supervise administrative staff and provide training, coaching, and performance feedback
Maintain Zenoti accuracy and reporting integrity
Identify scheduling inefficiencies and improve patient flow
Ensure facility maintenance issues are resolved within 48 hours
Manage vendor relationships and supply coordination
Maintain an organized and accessible SOP library
Ensure patient records and documentation are maintained according to confidentiality and compliance standards

Required Qualifications

3+ years office management experience in a medical, dental, aesthetics, or healthcare setting
Experience coordinating payroll and working with a CPA or bookkeeper
Experience managing inventory systems and vendor relationships
Strong financial organization skills and proficiency in Excel or financial tracking tools
Experience using practice management software (Zenoti preferred)
Strong leadership and communication skills with the ability to hold teams accountable
Ability to manage multiple priorities in a fast paced clinical environment

Preferred Qualifications

Experience in medical aesthetics, dermatology, or cosmetic practice
Experience tracking and reporting operational KPIs
Experience implementing operational improvements or system optimization
Demonstrated history of measurable success in previous roles

Candidates should be prepared to share examples of metrics, dashboards, or operational improvements they personally implemented.

Ideal Candidate Profile

Highly organized and systems oriented
Comfortable enforcing standards and operational policies
Financially disciplined with strong attention to detail
Calm under pressure in a clinical setting
Growth minded and proactive
Able to clearly articulate past results using data

Examples may include revenue growth, cost reduction, improved inventory accuracy, improved rebook rates, or operational efficiencies.

Interview Process

Final stage candidates will be asked to present examples of operational systems or initiatives they implemented in prior roles and how those efforts improved performance.

Pay: $26.00 - $32.00 per hour

Expected hours: 25.0 – 35.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Paid time off

Application Question(s):

• How many years of experience do you have managing operations in a healthcare office (medical, dental, dermatology, plastic surgery, or medspa)?
• Which of the following responsibilities have you personally handled in a previous role? (Select all that apply)

Coordinating payroll for employees
Tracking PTO or timekeeping discrepancies
Managing vendor invoices or expenses
Preparing reports for a CPA or accountant
None of the above

• What level of experience do you have managing inventory?

I managed inventory audits and tracked discrepancies
I assisted with inventory tracking
I occasionally helped with inventory counts
I have no inventory management experience

• How comfortable are you using spreadsheets to track business performance metrics (KPIs)?

Very comfortable – I regularly track KPIs and create reports
Comfortable – I track numbers but rarely build reports
Basic spreadsheet use only
Little or no spreadsheet experience

• What experience do you have supervising or managing staff?

I have managed staff and conducted performance discussions
I have supervised staff but did not lead evaluations
I have worked on a team but did not supervise others
I have not supervised employees

• Which industries have you worked in? (Select all that apply)

Medical spa or aesthetics clinic
Dermatology or plastic surgery office
Dental or other healthcare practice
Retail or hospitality management
None of the above

Work Location: Hybrid remote in Houston, TX 77006